How to Write a Professional Email? – Full Guide + Examples

ProductivityCategory
21 min read
Andrea Rowland

99% of email users check their email every day, some as much as 20 times a day! It’s often the first thing people do online; 58% of users check their email before they check out social media or the news. This only shows you the importance of learning how to write a professional email that gets readers’ attention. Your first step is to create professional email that people open and reply to.

If you are looking for a cheap way to market yourself and convert customers, then Professional Email marketing is the right tool for you. According to Campaign Monitor, for every $1 spent on email marketing the return has been a staggering $44. This is 4400% ROI.

What is a Professional Email?

blue and white logo guessing game

A professional email is an email address that is used for business or professional purposes. It typically includes the sender's name and professional contact information, such as their email address and phone number, and is written in a formal and professional tone. A professional email is typically used to communicate with colleagues, clients, and other professional contacts, and may be used for a variety of purposes, such as sending job applications, scheduling meetings, or providing information about a product or service. And it is usually based on your custom domain name.

There are a lot of benefits to a professional email address that is linked to your domain but the biggest one is gaining your customer’s trust.

Professional Email Format (Main Elements).

The main elements of a professional email format are the subject line, the greeting, the body of the email, the closing, and the signature. The subject line should be clear and concise, and should briefly summarize the main topic of the email. The greeting should be formal and polite, and should include the recipient's name. The body of the email should be well-organized and easy to read, and should include all necessary information in a clear and concise manner. The closing should be professional and courteous, and the signature should include the sender's name, contact information, and any other relevant information, such as their job title or company name.

Let’s discuss them in depth:

(1) Subject Line

An email subject line is the brief summary that appears at the top of an email message, just below the sender's information. It is important because it is the first thing that the recipient sees when they receive an email, and it can influence whether or not they decide to open and read the email. An attractive email subject line should be clear, concise, and attention-grabbing, and should give the recipient a sense of what the email is about.

Some examples of good email subject lines include:

  • "Meeting schedule for next week"
  • "Important update on project XYZ"
  • "New sale on our website"
  • "Invitation to join our VIP customer program"
  • "Introducing our new product line"
  • "Congratulations on your recent promotion"

These subject lines are clear, concise, and informative, and they give the recipient a good idea of what to expect from the email. They are also likely to grab the recipient's attention and encourage them to open and read the email.

(2) Greetings

A formal email’s greeting is the salutation that appears at the beginning of an email message, after the recipient's information. It is important because it sets the tone for the rest of the email, and can help to establish a rapport with the recipient. A good email greeting should be polite, professional, and appropriate for the relationship with the recipient.

Some examples of good business email greetings include:

  • "Dear [Name],"
  • "Hello [Name],"
  • "Hi [Name],"
  • "Good morning [Name],"
  • "Good afternoon [Name],"
  • "Good evening [Name],"

These greetings are polite and professional, and they are suitable for most business or professional situations. They are also personalized (because they use the full name of the receiver), which helps to establish a more personal connection with the recipient.

If this is the first time you email this person and you are not sure how to address the recipient, it is usually safe to use a generic greeting, such as "Dear Sir or Madam," or "To whom it may concern." However, if possible, it is always best to try to find out the recipient's name and use it in the greeting to make the email more personalized and engaging.

(3) Email Body

The body of an email is the main content of the message, where you provide all the necessary information and details. It is important because it is the main part of the email that the recipient will read and interact with, so it should be well-written and easy to understand. A good email body should be organized, concise, and clear, and should include all necessary information in a logical and easy-to-follow manner.

Here are some examples of good email bodies:

  • "Thank you for your recent order. Your order has been processed and is currently being prepared for shipment. Please find attached your invoice and tracking information. If you have any questions, please don't hesitate to contact us. Thank you again for your business."
  • "I am writing to request a meeting to discuss the progress of the XYZ project. Could you please let me know a few dates and times that work for you, so that we can schedule a meeting at your convenience? Thank you in advance for your time and consideration. I look forward to discussing the project with you further."
  • "As you may know, our company is currently offering a special discount on our products for a limited time. I am writing to invite you to take advantage of this offer and save on your next purchase. Please find attached a coupon code that you can use to get the discount. Thank you for considering our offer. We hope to hear from you soon."

These email bodies are well-written and easy to understand. They provide all necessary information in a clear and concise manner, and they are organized in a logical and easy-to-follow way. They are also polite and professional, which helps to establish a positive relationship with the recipient.

A good email etiquette is to use the same font across your email body.

(4) Email Closure

The closing of an email is the final part of the message, where you provide a polite and professional ending to the email. It is important because it helps to round off the email and leave the recipient with a positive impression. A good email closing should be polite, professional, and appropriate for the situation.

Some examples of good email closures include:

  • "Thank you for your attention to this matter. I look forward to hearing from you soon."
  • "If you have any questions or concerns, please don't hesitate to contact me. I am happy to help in any way I can."
  • "Thank you again for your time and consideration. I hope that we can work together in the future."
  • "I am available at any time to discuss this further. Please let me know if you have any questions or need any additional information."
  • "Thank you for your business. I hope that you have a great day."

These email closures are polite, professional, and courteous. They show the recipient that you value their time and attention, and they help to end the email on a positive note. They are also appropriate for most business or professional situations.

(5) Signature

An email signature is a block of text that appears at the end of an email message, after the email closing. It typically includes the sender's name, contact information, and other relevant information, such as their job title or company name. A good email signature should be professional, informative, and consistent with the sender's personal or professional brand.

Some examples of good email signatures include:

  • "Best regards, [Name]"
  • "Sincerely, [Name]"
  • "Thank you, [Name]"
  • "With warm regards, [Name]"
  • "Warmest regards, [Name]"

These email signatures are polite, professional, and appropriate for most business or professional situations. They also include the sender's name, which helps to establish a personal connection with the recipient.

In addition to the sender's name, a good email signature should also include the sender's contact information, such as their email address, phone number, and website. This helps the recipient to easily get in touch with the sender, and it provides a way for the recipient to learn more about the sender and their business or organization. For example, an email signature for a business owner might include their name, email address, phone number, and website, as well as their business name and logo.

How to Write a Professional Email in 8 Simple Steps.

I will introduce you to the 8 simple steps to writing professional emails:

  1. Step (1): Use a Professional Email Address
  2. Step (2): Meaningful Concise Subject Line
  3. Step (3): Check Recipient Fields (To, CC & BCC)
  4. Step (4): Give your Recipient a Proper Salutation/Greeting
  5. Step (5): Draft the Body of your Email
  6. Step (6): Get to the Point Quickly
  7. Step (7): Add a Professional Signature
  8. Step (8): Proof Read your Email

Let’s unpack them:

person pointing white paper on wall

Step (1): Use a Professional Email Address.

A professional email address is an email address that is used for business or professional purposes. It typically includes the person's name, or a variation of their name, and the domain name of their company or organization. For example, a professional email address for a person named Mohammad Mustafa who works for the company ABC Corporation might be mohammad.mustafa@abc.com.

Using a professional email address is important because it helps to establish your credibility and professionalism. It also makes it easier for people to contact you and to remember your email address. A professional email address also helps to protect your personal email address and keep it private, which can be especially important if you are using your personal email address for business or professional purposes.

Additionally, using a professional email address can help to establish a consistent and cohesive brand for your business or organization. By using the same domain name for all of your email addresses, you can create a professional and consistent image that will help to build trust and credibility with your clients and colleagues. This can be especially important for small businesses or organizations that may not have the same resources or reputation as larger companies.

A perfect professional email must be connected to your domain name.

Step (2): Meaningful Concise Subject Line

A meaningful and concise subject line is important because it is the first thing that the recipient sees when they receive an email, and it can influence whether or not they decide to open and read the email. A good subject line should be clear, concise, and attention-grabbing, and it should give the recipient a sense of what the email is about.

By using a meaningful and concise subject line, you can help to ensure that your email gets noticed and that it is read by the recipient. This can be especially important if you are sending an important email, or if you are trying to get the recipient to take a specific action, such as responding to a job application or attending a meeting.

A meaningful and concise subject line can also help to improve the overall organization and efficiency of your email communications. By providing a clear and concise summary of the main topic of the email, you can help the recipient to quickly understand the purpose of the email and to decide how to prioritize it among their other tasks and emails. This can save time and effort for both you and the recipient, and it can help keep effective email communications.

Step (3): Check Recipient Fields (To, CC & BCC).

The recipient fields in an email are the sections where you enter the email addresses of the people who will receive the email. The main recipient fields are the "To" field, the "CC" (carbon copy) field, and the "BCC" (blind carbon copy) field.

The "To" field is where you enter the email addresses of the primary recipients of the email. These are the people who are directly addressed in the email and who are expected to receive and read the email.

The "CC" field is where you enter the email addresses of any additional recipients who should receive a copy of the email. These recipients are not directly addressed in the email, but they are included in the email so that they can be kept informed about the topic of the email.

The "BCC" field is where you enter the email addresses of any recipients who should receive a copy of the email without their email address being visible to the other recipients. This is useful if you want to keep the email addresses of the BCC recipients private, or if you are sending the email to a large number of recipients and you don't want to overwhelm the other recipients with a long list of email addresses.

In summary, the main differences between the "To," "CC," and "BCC" fields are:

  • The "To" field is for the primary recipients of the email, who are directly addressed in the email and who are expected to read the email.
  • The "CC" field is for additional recipients who should receive a copy of the email, but who are not directly addressed in the email.
  • The "BCC" field is for recipients who should receive a copy of the email without their email address being visible to the other recipients.

Step (4): Give your Recipient a Proper Salutation/Greeting

person holding babys hand

To give your recipient a proper salutation or greeting, you should start the email with a formal and polite greeting, such as "Dear [Name]," or "Hello [Name]," and include the recipient's name if possible. This helps to establish a professional and courteous tone for the email, and it shows the recipient that you value their time and attention.

If you are unsure of the recipient's name, or if you are sending the email to a group of people and you don't know all of their names, you can use a generic greeting, such as "Dear Sir or Madam," or "To whom it may concern." However, if possible, it is always best to try to find out the recipient's name and use it in the greeting to make the email more personalized and engaging.

In addition to the greeting, you should also consider the overall tone and style of the email. A professional email should be polite, respectful, and courteous, and it should avoid using slang or informal language. By using a professional and polite tone, you can help to establish a positive relationship with the recipient and to make a good impression.

Step (5): Draft the Body of your Email

To draft the body of your email professionally and creatively, you should follow these steps:

  1. Start by organizing the content of the email in a clear and logical way. Use headings and bullet points to break up the text and make it easier to read, and make sure to include all necessary information in a concise and easy-to-follow manner.
  2. Use a professional and courteous tone, and avoid using slang or informal language. This will help to establish a positive relationship with the recipient and to make a good impression.
  3. Be concise and to the point. Avoid using unnecessary words or jargon, and try to keep the email as short as possible while still providing all the necessary information. This will make the email easier to read and understand, and it will help to avoid overwhelming the recipient with too much information.
  4. Use proper grammar and spelling, and proofread the email before sending it to ensure that it is error-free. This will help to avoid misunderstandings and to maintain a professional image.
  5. Consider using images, graphics, or other multimedia elements to make the email more engaging and interesting. This can help to grab the recipient's attention and to make the email more memorable. However, be sure to use these elements sparingly and only if they are relevant and appropriate for the topic of the email.

By following these steps, you can draft the body of your email in a professional and creative way that will help to engage the recipient and to communicate your message effectively.

Step (6): Get to the Point Quickly

person holding eyeglasses

To get to the point quickly in your email, you should start the email with a clear and concise subject line that briefly summarizes the main topic of the email. This will give the recipient a sense of what the email is about and why they should read it, and it will help them to decide how to prioritize the email among their other tasks and emails.

In the body of the email, you should be concise and to the point. Avoid using unnecessary words or jargon, and try to keep the email as short as possible while still providing all the necessary information. This will make the email easier to read and understand, and it will help to avoid overwhelming the recipient with too much information.

Getting to the point quickly in your email is important for several reasons. First, it shows the recipient that you value their time and attention, and that you are not trying to waste their time with unnecessary or irrelevant information. This can help to establish a positive relationship with the recipient and to make a good impression.

Second, getting to the point quickly can improve the overall organization and efficiency of your email communications. By providing the necessary information in a clear and concise manner, you can help the recipient to quickly understand the purpose of the email and to decide how to respond or take action. This can save time and effort for both you and the recipient, and it can help to improve the efficiency and productivity of your email communications.

Finally, getting to the point quickly can help to avoid misunderstandings and miscommunications. By providing the necessary information in a clear and concise manner, you can help to ensure that the recipient understands your message and that they respond or take action in the way that you intended. This can help to avoid confusion and to maintain a professional and effective relationship with the recipient.

Step (7): Add a Professional Signature.

Adding a professional signature to your email can help you to appear more polished, and can also help to provide important information to the people who receive your emails. To add a professional signature to your email, you will first need to create the signature itself. This can typically be done using the settings or preferences menu in your email program or service. You will need to decide what information to include in your signature, such as your name, job title, contact information, and any other relevant details. Once you have created your signature, you can then add it to your email by selecting it from the signature menu in your email program or service. This will typically allow you to insert the signature at the bottom of your emails automatically, or to insert it manually whenever you want to use it.

Step (8): Proof Read your Email

Proofreading your emails is an important step in the email writing process, as it can help to ensure that your messages are clear, concise, and free of errors. When proofreading your emails, it is important to carefully read through the entire message to check for any typos, grammatical errors, or other mistakes. You should also make sure that the tone of your email is appropriate, and that the message is easy to understand. Additionally, you may want to check that any links or attachments included in your email are working properly, and that the email is formatted correctly.

Professional Email Examples:

Here is an email template of how to write professional email that you could use to notify your customers about an increase in prices:

Subject: Price Increase Notification

Dear [customer name],

We are writing to inform you that, due to recent market conditions, we will be increasing our prices effective immediately. We apologize for any inconvenience this may cause, but we believe that this increase is necessary in order to maintain the high level of quality and service that we provide.

We value your business and appreciate your understanding in this matter. If you have any questions or concerns, please don't hesitate to contact us.

Sincerely, [Your Name]

[Your Company]

Here is a sample email that you could use to send a cover letter that you can use for your business communication:

Subject: Application for [Position]

Dear mr [Name of the Hiring Manager],

I am writing to apply for the [position you are applying for] at [name of the company]. I am very interested in this opportunity, and I believe that my skills and experience make me a strong candidate for the job.

In my current position at [company], I have gained experience in [relevant skills and experience]. I am confident that this experience, combined with my [additional skills and experience], makes me well-suited for the role at [company].

In addition to my professional experience, I am a [relevant personal trait or qualification]. I am very excited about the possibility of joining the team at [company], and I am eager to contribute to the success of the organization.

Thank you for considering my application. I look forward to the opportunity to discuss this position further and to learn more about the team at [company].

Kind regards, [Your Name]

[Your Contact Information]

[Your Attached Cover Letter]

Pro Tip: You can find the name of the hiring manager from LinkedIn.

Frequently Asked Questions:

Here’s a few answers to your frequently asked questions:

What are the eight steps to writing a professional email?

  1. Step (1): Use a Professional Email Address.
  2. Step (2): Meaningful Concise Subject Line.
  3. Step (3): Check Recipient Fields (To, CC & BCC).
  4. Step (4): Give your Recipient a Proper Salutation/Greeting.
  5. Step (5): Draft the Body of your Email.
  6. Step (6): Get to the Point Quickly.
  7. Step (7): Add a Professional Signature.
  8. Step (8): Proof Read it before your send it.

What are the 7 C's of email writing?

The 7 C's of email writing are a set of guidelines that can help you to write effective and professional emails. These guidelines include:

  1. Clear: Your email should be clear and concise, and should not contain any unnecessary or confusing information.
  2. Correct: Your email should be free of errors, and should use proper grammar, spelling, and punctuation.
  3. Complete: Your email should include all of the necessary information and details, and should not leave any important questions unanswered.
  4. Concise: Your email should be brief and to the point, and should not contain any unnecessary or extraneous information.
  5. Courteous: Your email should be polite and professional, and should avoid using language that could be considered rude or unprofessional.
  6. Considerate: Your email should consider the needs and expectations of the recipient, and should be written in a way that is easy for them to understand and respond to.
  7. Credible: Your email should be credible and trustworthy, and should not contain any false or misleading information.

What are the common mistakes one makes while writing an email?

Some common mistakes that people make when writing emails include:

  1. Not proofreading: Not carefully reading through the email to check for errors can lead to mistakes that make the email appear unprofessional or careless.
  2. Using a vague or unspecific subject line: A subject line that is too broad or vague can make it difficult for the recipient to understand the purpose of the email.
  3. Failing to include a clear call to action: If you want the recipient to take a specific action, such as responding to your email or following a link, be sure to include a clear and concise call to action.
  4. Using a rude or unprofessional tone: Emails that are written in a rude or unprofessional tone can offend the recipient and damage your reputation.
  5. Sending the email to the wrong recipient: Double-checking the recipient before sending the email can help to avoid accidentally sending the message to the wrong person.
  6. Including too many attachments: Sending too many attachments can make the email difficult to open and can also clog up the recipient's inbox.
  7. Not providing enough context: If the recipient is not familiar with the topic or situation you are writing about, be sure to provide enough context to help them understand your message.
  8. Follow up: Always take the time to remind your recipients of your email some time after you send it.