Writing Professional Emails That Absolutely Deliver

Despite the popularity of instant messaging and video conferencing apps, writing professional emails still remains one of the most effective forms of communication in the business world. 

Email is generally the best way to go when you are applying for a job, contacting a prospective investor, announcing a company update, and more. It is, therefore, crucial that you know how to utilize the tool well.

Writing professional emails can successfully help get your message across as you correspond with your business contacts online. Allow us to share with you some proven yet oft-neglected practices that can take your email experience to the next level, regardless of your position or industry.

1. Craft a good subject line

Make no mistake about it: the subject line is just as important - if not more so - than the body itself. It’s the first thing that a reader will notice once your email pops up in their inbox.



According to Grammarly, your subject line “can entice people to open the message as well as set expectations about what’s enclosed.” Meanwhile, Business Insider tells us that “an email with a blank subject line will likely go unread or get lost in a cluttered inbox.”  

Simply put, your subject line can really make or break your email. Ideally, you should keep it short, direct, and catchy. Avoid using all caps or filler words as you don’t want your email to be regarded as unprofessional or, worse, get mistaken for spam. 

2. Start with a courteous greeting

As a general rule, casual language isn’t recommended for writing professional emails. In the same way, you do not want to be too formal either. Remember to be polite and address people by their appropriate titles. 

For example, it’s always better to begin your letter with “Hi, Mr. Lee” or “Hello, Ms. Lopez” rather than “Hey there, Stan” or “Hiya, Karen.”   

“How you begin an email sets the tone and may shape the recipient’s perception of you,” wrote Independent. “It may also determine whether they keep reading.”

Speaking of which…

3. Consider your tone

You may be writing professional emails but it doesn’t mean you have to sound stiff and robotic. Feel free to “pause and add a quick pleasantry,” encourages Muse career coach Barb Girson, so your message still sounds friendly and respectful.

writing professional emails

This should be common sense by now but limit the use of exclamation marks and DO NOT add any emoticons. People will not be able to take you seriously if your email looks like something written by a teen.  

4. Be concise

Professionals are busy individuals and usually do not have time to read lengthy messages. With that in mind, you want your emails to be brief yet comprehensive. 

Stay focused on what you want to say. Group your sentences into paragraphs and add indentations to make the sentences easy to read. Use bullet points, if needed. Mention the most important information at the start of each paragraph so the reader doesn’t miss them. 

5. Use an appropriate closer

No need to go for something fancy! Short closings such as “Sincerely,” “Kind regards,” “Thank you,” “Take care,” or even simply “Best” can effectively help add to the pleasant tone of your email.  

Just be sure to… 

6. Create a signature

This may seem trivial to some but to give you an idea, an email signature functions as a personal business card. 

The signature appears at the bottom part of your email. It displays your full name, business name, job title, and phone number, along with links to your official website and social media channels. Adding your picture is also a terrific idea.

“Always include a signature,” career expert and bestselling author Lindsey Pollak told INC. “You never want someone to have to look up how to get in touch with you.”

A signature can really help you build trust and gain credibility, so do not skip this part.

7. Do some proofreading before sending your message

We cannot emphasize this enough: you need to re-read your email before clicking the Send button. As pointed out earlier, a good business email has to be concise so go ahead and do some editing if you have to. Make necessary corrections to your grammar, spellings, and punctuations. Keep in mind that if your email is error-free, recipients will be more likely to perceive you as a professional, detail-oriented person. As the classic phrase goes, first impressions are lasting. 

Also, double check to see if you’ve successfully attached files you intend to send. There’s nothing more embarrassing than indicating “please see attachment” only to later realize that you’ve already sent the message without actually attaching the files. And so you eventually have to compose another email to rectify the mistake. So save yourself from the hassle by taking our advice. 

Conclusion

Writing excellent business emails can open doors of opportunities for you so it’s really a skill worth learning. With constant practice, you’ll be able to master the fundamentals of creating compelling, professional emails that yield results and gain some well-deserved attention. 

In another article, we’ve quoted Pranay Swarup, CEO and co-founder of Chtrbox.com, who said about email newsletters:


“Every reader wants to feel that they're not being mass-emailed and that it's meant for them, so customize it as best as possible.”

Obviously, this exact same rule likewise applies when it comes to business emails. Your main objectives as you write your professional emails should be to ensure that the reader feels your sincerity and gets your message clearly.

Good luck on writing that next business email!

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