Email Etiquette: How to Write a Professional Email

Does it seem like nobody ever responds to your emails? It’s easy to type a message and press send. It’s a little more complicated if you want your email to appear professional.

86% of professionals prefer email for communication, so this is a skill you need to learn.

If you’re wondering how to write a professional email, we’ve got you covered.

Follow the tips below to make your emails more professional.

1. Start With a Greeting

It doesn’t matter how long your email is. Always start your email with a greeting. This applies even if you don’t know the person’s name that you’re emailing.

Try not to use someone’s first name unless you have a good relationship with them. In most cases, you will want to use their full name or job title.

Research the best email greetings to find the ones that are proven to work.

2. Get to the Point

We have limited time during the day to work. Most people don’t want to spend it reading emails.

Make sure your emails are short and to the point. Someone should be able to figure out what your email is about without reading a short novel.

If you have a lot to discuss with someone, there is probably a better way than through email. Use your email to set up a time to sit down and talk.

3. Make Good Use of Your Subject Line

The average office worker receives on average 200 emails every day. If you want someone to open your email, you have to create a subject that gets attention.

Your subject will determine if your email is read or sent to the trash. Make sure you make this space count.

4. Create a Good Closing

What is it that you’re after by sending your email? You should let the other person know and not leave them guessing about what to do.

You can use your closing to set up future messages.

Do you want to schedule an appointment? Ask about times that the other person is available.

Are you looking for a job? Ask about the next steps in the application process.

Whatever your goal, give someone a nudge in the direction that you want future communications to go.

5. Proofread Your Email

You don’t need to hire an editor to go through every email you send. But it is a good idea to give things a second look before you hit the send button.

Everyone makes mistakes. Make sure you don’t have any obvious problems before sending your email.

It only takes a few seconds to fix a problem that could cost you a job.

How to Write a Professional Email: Final Thoughts

At this point, you should have a better idea about how to write a professional email. It doesn’t matter if you’re sending emails to a potential employer, a sales lead, or co-workers. When you make your emails professional, you’re setting yourself up for success in the future.

Proper email etiquette is only one of the ways to make yourself more attractive in the workplace. Head over to our business section to find more tips that can help.