Professional emails: How to write an effective business email
Email is a basic tool that we all use in our day-to day business communications. So, writing a polished professional email to a coworker, manager, or client is an important skill – but it can take some practice to master. Never fear: By following these steps and examples, you’ll soon be writing effective emails in every situation.
How to write a professional email
No matter if you are requesting feedback from your supervisor, sending a report to a client, or requesting information form a business, a professional email will always follow the same basic pattern.
Here are six elements every business email should include:
Let’s look at some examples of how to write each part of your perfect professional email:
1. Clear subject line
Think of how many emails land in a work inbox every day. Writing a subject line that is clear and to the point lets the recipient knows why your message is important – and increases the likelihood that they will actually open and read it.
Let’s say you want to schedule a meeting to discuss next steps in a project you and your recipient are both working on. Which subject line is more likely to catch their eye: “Follow-up meeting” or “Meeting request: Miller Project next steps”?
Your subject line should clearly state the email’s goal in a single phrase. Keep it short – 50 characters or less – to ensure it won’t be cut off in the email list.The key to writing an effective work email subject line is to be clear and specific, for example:
2. Appropriate greeting
It is good business etiquette to start by greeting your recipient by name. In a formal business email, start with Dear + Honorific + Last name + comma e.g., “Dear Ms. Smith,” or “Dear Dr. Jones,”. If you know the person well enough to use their first name, you can start your email with Hello or Hi, e.g., “Hello Annica,” or “Hi Travis,”.
Other appropriate professional starters include Greetings and Good morning/afternoon/evening. These are especially useful when writing to a group or to a recipient whose name you do not know.
Bonus explainer: For a deep dive into the etiquette of email greetings, including the best ways to address a person you don’t know, see our explainer: Email greetings: Best ways to address an email formally and casually
3. Concise message
A polite professional mail should start with good wishes or appreciation, like “I hope this email finds you well,” “I hope you are having a good week!” or “It was nice to see you at the presentation last week.” ?
Continue to show politeness and respect the recipient’s time by following this greeting with a clear and concise message. Focus on one topic – a request, a question, an explanation – and present the information in an organized fashion. Short paragraphs and bullet lists can be used to structure your key points, so your recipient does not skim past them.
Here are some examples of how to introduce the topic of a professional email:
4. Closing stating what action is needed
Once you have asked your question, shared the necessary information, or extended your invitation, it’s important to let your recipient know what sort of response you expect, and by when – rather like a call to action. If no further action is needed by the recipient, e.g., if you were simply providing them with information or thanking them for an opportunity, close your email with a statement of support or appreciation.
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Here are some examples of closing remarks in a professional email:
5. Professional sign-off
Whew, you’ve almost made it to the end of your business email! Now it is time to stick the landing by wishing your recipient a polite farewell. If you like, you can add a personal note with a closing sentence:
And finally, sign off with a closing salutation and your name. If you addressed the recipient with their first name, sign the email with your first name only. If you used their last name, e.g., "Dear Ms. McDonald," sign off with your first and last name.
The following sign-offs strike the right tone for professional emails:
Bonus explainer: If you are looking for more examples of professional email sign-offs, why not check out our explainer: Professional email sign-offs: Best closing lines
6. Signature with contact information
At the very end of your message, it’s important to provide your recipient with your correct name, title, and contact information so they know how to reach you and the correct way to address you.
Most companies have an automated signature for the business emails you write from work. However, if you are a freelancer or are writing to a business from your private email address, you should make sure to create a signature to give your emails a professional closing.?
Bonus explainer: For ideas about what to include in your professional email signature and instructions on how to set up automatic signatures in your email program, see our deep dive: Create an email signature: Examples and templates
7. Proofread your message before sending
I know, I only listed six steps at the beginning of this post, but number seven may be the most important! Before you send your email, you should read it again from start to finish to avoid embarrassing mistakes.
Here are five points to watch out for:
Professional email example
Now let’s put our seven steps together and write a professional email! In this example, we are writing to postpone a meeting:
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