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How to Write a Professional Email (With Examples and Templates)

How to Write a Professional Email (With Examples and Templates)

Home Blog Digital Marketing How to Write a Professional Email (With Examples and Templates)

Email is one of the most widely used digital communication channels. Nearly everyone in a professional setting communicates through this channel. In fact, the average working professional sends at least 40 emails daily.

For most people, writing emails is so common that they may forget just how important sending a good email is to their business contacts.

Writing professional emails is a basic but vital skill for day-to-day communication with clients, coworkers, and managers. So, knowing how to write them well is crucial for every professional to master.

We’ll cover how to write a professional email and give you some examples and templates you can use to get started.

What is a Professional Email?

As the name implies, a professional email is typically used for formal or business-related communication. It differs from personal emails because it follows certain rules of etiquette and has a more formal tone.

In a professional email, you usually use a formal greeting, write clearly and respectfully, keep the message focused on work or business matters, and use a business email address (like yourname@yourcompany.com).

Apart from communicating with colleagues, clients, and other businesses, you can use professional emails to send job applications or official requests.

How to Write a Professional Email

Writing a professional email is an invaluable skill in today’s digital age. Knowing how to craft it can significantly impact how people perceive you.

Here are some tips for creating a professional email that compels recipients to take your desired action:

1. Use a Professional Email Address

Professional email addresses are the ones we often use for formal or work-related purposes. So, before sending a professional email, ensure you have a business email address.

The suggested email formats typically include a custom domain. For instance:

  • yourfullname@customdomain
  • firstname.lastname@customdomain
  • firstnamemiddleinitial.lastname@customdomain

A professional email address helps recipients recognize who the email is from and which organization they represent. This is particularly important in business communications, where trust and reliability are key.

2. Write a Concise and Relevant Email Subject Line

The email’s subject line is the first thing people see when they receive your message. Therefore, it needs to be concise, relevant, and attention-grabbing.

However, this doesn’t mean you get clickbaity; your recipients will appreciate a clear subject line that immediately states the purpose of your email.

When your subject lines are clear, readers are able to understand the context of your emails even before opening them. That way, they can prioritize their responses accordingly.

Here are two subject line examples. One is clear, and the other one is vague:

  • Clear: Request for Q3 Sales Report — Due by Nov 30
  • Unclear: Upcoming Schedule and Requirements

The first subject line is specific and informative. It clearly states the purpose of the email (a request), what the request is (Q3 Sales Report), and the relevant deadline (Nov 30). Anyone receiving this email would immediately know what it’s about.

In contrast, the second subject line is quite general and doesn’t provide specific information about the schedule or requirements.

It could apply to anything, from project deadlines to team meetings, making it hard for the recipient to immediately grasp the context of the email.

email etiquette

Source

3. Use the Appropriate Greeting

The greeting sets the tone for the entire email. A professional greeting establishes a respectful and formal tone, which people often expect in business communications.

The main salutations are “Hi” and “Hello” for the less formal or “Dear” for more formal. Your greeting will depend on your relationship with the recipient.

Start with “Dear” if you’re emailing someone you’ve never met or have a formal professional relationship with, like a new client or a hiring manager.

On the other hand, you can start with “Hi” or “Hello” if you’re writing to someone you already have a familiar professional relationship with, like a colleague.

4. Keep the Email Body Focused

The email body is where you share the entire message, so you should cover only one topic. It could be an explanation, a request, or a question. Whatever it is, ensure your email focuses on the key information.

The best way to do this is to figure out the intent of the email before you start writing. Think about what you want to accomplish with the email.

This will guide your message’s tone. For example, you need to write a company-wide email more formally than you would when responding to a colleague.

Also, avoid slang, emojis, and anything else that makes the email feel much more casual.

focused email body

Source

5. Add an Appropriate Sign-Off and Signature

At this point, you’ve already passed the information you wanted and now want to close the email. The standard way to end the email is by identifying yourself by name, title, and any other relevant information.

Typical closing words include:

  • Best,
  • Thanks,
  • Regards,
  • Kind regards,
  • Sincerely,

Here’s a good example:

Best,

John Doe, Human Resources Manager XYZ Company, Inc.

You can use an email signature generator to generate a signature that automatically gets added to the end of all your emails.

6. Proofread Your Email

You’ve spent time writing the most professional message possible, so don’t rush to hit the send button before proofreading your email.

Go through the email to ensure it has no spelling mistakes, typos, or grammatical errors. Such mistakes can make you look unprofessional and undermine your entire message. You can also download a grammar app like Grammarly for extra help.

7. Remember to Follow-Up

People get several emails daily (around 100 to 120), so there’s a chance your email might get lost in the inbox or your recipient might forget to respond to it.

If you haven’t received a response after two working days, it’s a good idea to send a friendly follow-up email to check in and see if they have any updates or questions.

Media monitoring campaign

Professional Email Examples

Now that you know how to write a professional email, let’s look at other professional email examples to inspire you to write effective business emails:

1. Follow-Up Email

As mentioned, people receive almost 100 to 120 emails daily, so there’s a chance your email might get lost in a crowded inbox. A follow-up message confirms the recipient received your original email and reminds them to act. It also shows your interest and commitment.

Here’s a good example from Unbounce:

Subject: Follow-up invitation

Follow-Up Email

Source

2. Feedback Request Email

Asking for feedback can strengthen your professional relationships. It shows that you respect the perspectives of others, which can lead to more productive working relationships. Moreover, feedback highlights areas that need attention, leading to better quality and more efficiency.

Here’s an excellent feedback request email from Notion:

Subject: Grow Forests with Your Feedback

Feedback Request Email

Source

3. Blog Post Promotion Email

Sending emails about new posts can significantly increase traffic to your website since people who might not regularly check your blog can be prompted to visit through these emails.

Many publications use such emails to share their blog posts with subscribers. This keeps readers engaged and reminds them to check out their latest content every time they publish.

Here’s a great example from SEMrush:

Subject: The real-life tips for using AI in content and SEO

Blog Post Promotion Email

4. Lead Magnet Delivery Email

This email delivers the promised lead magnet (like an e-book or report) to the person who signed up for your email list. As a result, it fulfills your part of the bargain and establishes trust.

It’s often the first direct communication between you and the potential client. So, making a good impression here can set the tone for future interactions.

Here’s an excellent example from EmailDrips:

Subject: [ACCESS] 300+ Email Subject Lines

Lead Magnet Delivery Email

Professional Email Templates

Let’s now look at some compelling professional email templates you can use to create clear and on-point emails.

1. Request for Meeting

Subject: Request for Meeting: Discussing Project Collaboration

Hello [First Name],

I’d like to schedule a meeting to discuss our upcoming project collaboration. This meeting will help us align our goals and expectations so we can raise our chances of succeeding. Given how complex the project is, a face-to-face discussion would help us be on the same page.

Could we meet on [Proposed Date] at [Time]? Please let me know if this works for you or suggest an alternative. Feel free to contact me if you have any questions or need further clarification before our meeting.

Best regards,

[Your Name]

2. Feedback on a Report

Subject: Feedback Requested: Draft Report Review

Hello [First Name],

Could you please provide your feedback on the attached report? Your insights will enhance the draft’s quality and accuracy. The report summarizes our project’s current status and outlines the next steps, and a thorough review from your perspective would be highly valuable.

I want to finalize the report by [Deadline], so I’d greatly appreciate any comments by [Feedback Deadline]. I’m here to help if you have any queries or need additional context.

Thank you,

[Your Name]

3. Information Update

Subject: Important Update: Changes in Project Timeline

Hey Team,

I need your attention to an important update regarding our project timeline. Due to unforeseen circumstances, we have to adjust our schedule. I’m attaching the revised timeline for your reference.

Please implement these changes so the project can progress smoothly. I apologize for any inconvenience this may cause and appreciate your flexibility. If there are any concerns or need further clarification, please don’t hesitate to contact me.

Best,

[Your Name]

4. Document Submission Request

Subject: Request for Document Submission: [Document Name]

Hi [First Name],

Could you please submit the [Document Name] by [Date]? We need it to complete our current phase of the project, and submitting it on time will help us stay on track with our timelines.

Feel free to reach out if you face any challenges or need help finalizing the document. I’m available to answer any questions or concerns you may have.

Thanks,

[Your Name]

5. Confirmation of Attendance

Subject: Confirmation Required: Upcoming Workshop Attendance

Hey [First Name],

Please confirm your attendance for the upcoming [Workshop Name] on [Date]. Your participation will be vital for the success of this event. The workshop will help our team enhance its skills in [Relevant Skill/Area].

Please RSVP by [RSVP Deadline] so we can make the necessary arrangements. Don’t hesitate to contact me if you have any questions or require further details about the workshop.

Best regards,

[Your Name]

6. Introducing a New Team Member

Subject: Introduction: Welcoming Our New Team Member, [New Member’s Name]

Hello Team,

I’m excited to introduce our new team member, [New Member’s Name]. [He/She/They] will be joining us as a [Position] and head the [Project/Department Name]. I’d like everyone to extend a warm welcome to [New Member’s Name].

Let’s try to help [Him/Her/Them] feel at home in our team. If you have any questions or anything specific you’d like to know about [New Member’s Name], please feel free to ask.

Welcome aboard, [New Member’s Name]!

Best,

[Your Name]

7. Reminder for Deadline

Subject: Gentle Reminder: Upcoming Deadline for [Task/Project]

Hey [First Name],

I’d like to remind you about the upcoming deadline for [Task/Project] on [Date]. Meeting this deadline will help us reach our timeline goals for the next phase of our project.

If you encounter any obstacles or need additional resources to complete your task on time, please let me know as soon as possible. I’m here to support you and answer any questions you might have.

Thank you,

[Your Name]

Media monitoring campaign

In Summary

There are countless scenarios where you can send professional emails; even if we haven’t covered each one, you now have a better idea of how to write a professional email.

Using the tips above, you can compose business emails that achieve the desired results.

To summarize, remember to identify the purpose of your email, keep it concise, and use proper email etiquette. This will ensure your recipients receive it well.

Skirmantas Venckus

Skirmantas Venckus is a writer by day and reader by night. He hates talking about himself in third person. He is also the growth hacker at Sender.net – the email marketing provider that is focused on user-friendliness, affordability, and utility.

Growth Hacker @Sender.net