How to write a professional email

How to write a professional email in 7 steps

Although many experts claimed that email is dying and will cease to exist before 2020, reality shows email is alive and well, and will continue to be around for a very long time.

How to write a professional email in 7 steps

So, let’s learn how to write a professional email in seven steps. These will make your email correspondence more effective and help you avoid the pitfalls and mistakes.

1. Set a concise goal

What results are you expecting from your email? This is a typical email writing mistake, but it’s a step that you don’t want to miss. It allows you to structure your email better and identify key points to be covered.

There are also some questions that will help you identify a goal of your email. Ask yourself,

  • Who’s the receiver of your email? or Who is your target audience?
  • What value does the content of your email carry?
  • If you were a receiver of this email, would you appreciate it?

By answering these questions you’ll be able to figure out specific needs of your target audience, which will help you identify the general goal of your email.

2. Pay attention to the subject line

Let’s take a look at a couple of subject lines from two different emails:

“Get this! Open this email and get $100”

“Discover the latest features of our iconic product (register to win $100)”

The first subject line sounds very spammy, thus it will be definitely rejected by the recipient or will end up in the “Spam” folder, whereas the second subject line has more chances to be opened and actually read.

Why second and not first? The second subject line has a specific point, it sounds catchy, and at the same time, it doesn’t fool the recipient, but also offers some benefits. 

3. Be careful with your email opening

Personalizing everything, including emails. That’s why every company, from professional essay writing services to huge multinational corporations choose to address each recipient by name or using the following email opening phrases:

  • Dear [job position of a recipient];
  • Dear [name of the department];
  • Dear Sir or Madam [in more formal emails]

You can also write “to whom it may concern” but it sounds too impersonal and careless, however, it’s also a correct way to address the recipient.


4. Make a list of the most crucial points

Lengthy emails are among other reasons why people ignore the messages in their email inbox. So the rule is simple: keep everything you want to say short and concise.

No one likes long boring emails, so it’s important to make the list of the main points you want to accentuate and make a bullet-pointed list of them in your email.

5. Don’t overcommunicate

In other words, don’t be spammy. This either means that you should pay attention to the tone of your email and make sure that it doesn’t look or sound like a spam message, or make sure you don’t resend the same message to the same receiver.

It’s possible to presume that spam was the reason why people think email is dying. So if you want to get what you want through an email, try to make the structure of your email more persuasive but do not overwhelm the receiver.

How to write a professional email

6. Pay close attention to your email closing

How you close your article says a lot about you. There are certain rules you must provide in an email closing that will actually make your email more effective.

When creating an email closing, consider mentioning the following:

[Best Wishes] or [Best Regards] (choose what’s appropriate)

[Your name]

[Your job position]

[Your office phone number]

[Your work email]

If you’re writing an email for your work, try not to provide your personal information so that you don’t get disturbed during non-office hours.

7. Always proofread

Nothing is more intimidating than making embarrassing grammatical, spelling, or punctuation mistakes and discovering them when you’ve already sent the email. So it’s crucial to proofread every time before you press the “Send” button.

There are plenty of online proofreading tools like Grammarly or Hemingway App to help you do it faster and more effectively. These platforms also have specific tools to adjust the style of your emails and make them more appropriate.

Wrapping up

To conclude our list of hacks for writing a better email, it’s also important to remind you to be polite and respectful. Don’t be demanding. Instead, point out how important it is to you to get an answer and how appreciative you are to have an opportunity to communicate with your receiver. Use these tips and you’ll be able to write effective emails successfully each time.


This is a guest post by Tom Jager. He is a professional blogger and works at A-writer.  He has a degree in Law and English literature. Tom has written numerous articles/online journals. You can reach him at G+  or  Facebook.

1 thought on “How to write a professional email in 7 steps”

  1. I’ve been working in Content Marketing for several years, I’m noticing that Google is all about making the resulting content as relevant to what someone searches as possible. This is the reason why keyword stuffing just doesn’t fool search engines anymore.

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