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How To Write A Professional Email: A Quick Guide

Once you begin looking for professional jobs, you may become overwhelmed by the sheer amount of emails you must receive and send. There are a few main tips that most professionals recommend to make your emails impactful and effective! 

Writing emails in an impactful way is very important, as it allows to open up opportunities and make powerful connections. A well-crafted email could be the thing that lands you a job. Without further adieu, here are some big tips on how to write a professional email.

A picture of an email inbox

Address Your Recipient Formally/Respectfully

Being the first thing anyone will see, your email’s opening introduction is very important. This line sets the tone of your emails, lets the reader know how formal you are, and positively introduces you. 

To create the best first impression, you should always open your email with a kind hello and a formal introduction, especially if this is the first time you email someone. If you address someone formally, you may want to use “hello” or even “good morning/evening.” Otherwise, if you are well acquainted with the recipient, a “hey” may be appropriate. 

Use A Subject Line If The Email Is Specific 

If you are sending a specific email, you should formally use the subject line. Think of a solid memo you can put that directs the email towards a certain goal. You may want to write a short sentence/title of why you are emailing or what the email pertains to. 

Try To Keep It Short And Sweet 

Let’s be honest; no one wants to read an excruciatingly long email. You should try to keep your email as short and sweet as possible. If you keep your email short, there is a better chance that your recipient will fully read it and understand everything you want them to know. 

Avoid Accidental Informal Slang Words 

This point is especially important if you write in a more formal setting. Slang words are easy to slip in when writing quickly, so you must proofread your emails after writing. Overall, slang words in formal emails can throw off the tone and give off an aura of unprofessionalism, which is not good for making first impressions. 

Be Cordial 

You must be charismatic and cordial in the professional world. Being these things both sets a formal tone and lets your recipient know that you are grateful to be talking to them. Honestly, the saying “you catch more bees with honey than vinegar” applies to writing formal emails. 

Remind Them Of Previous Conversations If Needed 

In business, we can often find ourselves backlogged with work, needing to remind others of the tasks at hand. With this, it isn’t a bad thing to remind others of upcoming deadlines or even past emails. Working in a kind way to remind others of past emails is a great skill to have in the professional world. 

Don’t Over-Formalize Your Email. 

While you are trying to write intelligent and professional emails, you don’t want to overload them with over-intelligent words. Doing that can often make your emails hard to read or even come off as overconfident/arrogant. 

In other words, try to keep your email’s language professional yet intelligent, letting your reader know your worth without pushing it onto them! 

Proofread Your Emails 

As touched on before, proofreading your emails is important. Especially if you are writing emails fast, it is easy to slip in a few grammatical or spelling errors. Proofreading your emails or even running them through proofreading software is a great finishing step before hitting send. 

Show Gratitude In Your Email 

As you would in a personal exchange, it is important to show gratitude to whoever you are emailing. This can be as trivial as a quick “thank you” to something as heartfelt as “I appreciate your time.” Thanking whoever you are messaging lets them know you appreciate them and their time. 

Appropriately Say “Goodbye” 

Similar to the introduction, the finishing sentence of an email is very important too. The ending sentence and final signature is the last thing your reader will see, so they will probably remember it best. 

It is important to let them know your gratitude and formality with something such as “thank you for your time” or even “best regards.” 


In the end, writing emails in a professional setting can be a very tough thing. It can often feel daunting and stressful to the average person. There are, however, a few big tips that most professionals agree on to create the perfect formal email. Some of the best tips include proofreading, having a strong opener and closer, and showing gratitude in your emails! 

Watch This Video – How To Write Effective Emails

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Posted by Ryan Fisher
By Ryan Fisher

Ryan holds degrees from Pacific Lutheran University and specialises in proofreading, editing and content writing with a emphasis on business communication.

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