Understanding Professional Emails
A professional email is a formal way to communicate. It's used in academic, business, or corporate settings. Unlike casual emails, these must send a clear, actionable message, so the recipient should know what you want right away.
A study from the Harvard Medical School states that for your email to be effective, you need to focus on the main goal of your message, preferably in one or two sentences, so your recipient isn't left trying to figure out the intent of your email. Therefore, the content must be concise, polite, and clear for any email. It should work for colleagues, clients, or managers.
Moreover, keep in mind that pro emails are your reputation's foundation. They show you can communicate clearly and effectively in any professional situation, and ensures you maintain good business relationships.
On another note, professional emails can be used for many purposes, such as job applications, request meetings, or sending updates on ongoing projects. Business professionals use them to communicate with customers and clients, and they keep a record of that communication.
For example, academic professionals use them to exchange information with students or other faculty members. This shows professional emails are essential in many industries, whether you're in an academic or business setting.
These are often your first impressions, especially in job apps or business proposals. A good email can enhance your image and build trust, while a poorly written email can harm your reputation. Even worse, it can also cause miscommunications and missed opportunities.
That's why it's vital to remember that a professional email can greatly impact your career and business ties. So, knowing how to write a professional email is equally important.
Why is it important to know how to write a professional email?
Professional email is key to a good image. It creates clear channels and avoids misunderstandings. Most of the time, emails are others' first impressions of you in business, and a well-written email conveys your message clearly and respectfully.
On the other hand, poorly written emails can result in misunderstandings, miscommunications, or even missed opportunities, but writing a professional email helps keep efficiency and professionalism in business.
Not only does it set the tone for your work relationships, but it can also boost collaboration, decision-making, and problem-solving.
Crafting a Professional Email
How do I start a professional email?
Starting a professional email begins with a good subject line because the subject line is one of the most important parts of your email as it tells the recipient what’s inside. A good subject line should be clear, concise, and to the point.
If you’re scheduling a meeting or following up on a request, make sure the subject line reflects that action. Make the subject line simple so the recipient can get the purpose of the email at a glance. Otherwise, a vague or complicated subject line can confuse or even get your email ignored.
With this in mind, the subject should, as much as possible, state the main point or action you want. For example “Meeting Request for [Project]” is much better than a generic title like “Inquiry”. Using relevant keywords will help your email get noticed. Keywords will categorize the email. They will help the recipient prioritize it.
Lastly, keep the subject line short. Long, wordy subject lines can overwhelm the recipient and even dilute your message.
Properly Greet the Recipient
The greeting in your email sets the tone, so choose one that suits the situation and your relationship with the recipient. In formal situations, it’s best to use greetings like “Dear Mr.” or “Dear Dr.” followed by the person’s last name. This is safe when you don’t know the person well or when formality is required.
But if you've built a relationship, use their first name. It will make the email more personal and friendly. And after a few emails, or working closely, "Hi [First Name]" might be better.
In general match your greeting to the formality of the relationship. Use formal greetings in traditional settings, and use casual tones, like "Hi" or "Hey," for colleagues and casual professional contacts.
Write in a Professional Tone
A professional tone is important. It makes your message clear, concise, and respectful. Moreover, a well-written email helps to establish your professionalism and credibility. It's recommended to avoid casual language, jargon, or slang that makes your message sound informal or confusing.
Instead, use courteous and elegant language. Proper grammar and punctuation are also important as they show attention to detail because even small mistakes can leave a bad impression on the recipient.
Beyond grammar, be mindful of your tone so you don’t sound too pushy or demanding. Finding the right balance between being assertive and polite is key to a positive interaction. As much as possible, aim to be precise and concise because getting to the point quickly shows respect for the recipient's time.
Most importantly, it shows thoughtfulness and professionalism, because clear, direct information makes your emails more effective, as well as they are easier to respond to.
Use Discretion When Sharing Information
When writing a professional email, be careful about the information you include. It's essential to be cautious with the details you share, especially if the email has sensitive or confidential information. Only share personal or private info if it's necessary and relevant.
This is especially true when emailing to large groups or multiple recipients, ensuring all shared info is relevant to everyone is a must.
Proofread and Edit
Before sending a professional email, check for spelling and grammar errors. Errors will make your message hard to read, as well as hurt your professional image. Errors can kill your credibility even if the content of the email is good.
To avoid this, just take a moment to run your email through a spelling and grammar checker. These tools will help you spot mistakes, improve phrasing, and polish your message.
Make Your Directions (Call to Action) Clear
In any professional email, you must clearly state what action you want the recipient to take. Whether you’re asking for a meeting, a document, or feedback, be specific about what you need and by when.
Provide any necessary instructions or guidance so the recipient knows what’s expected. To avoid confusion, use a clear and concise tone and eliminate ambiguity because a simple call to action makes it easier for the recipient to respond.
Format Your Email Consistently
Format your email consistently for readability and professionalism. Use the same font face and family throughout the email, and avoid switching between fonts. It's always best to use a professional and readable font like Arial or Times New Roman to look professional.
Additionally, use bold or underlining to highlight key points in your email. This will highlight the key information and will help the recipient scan the content for important key details.
Include your signature
Always end a professional email with a formatted signature. Include your full name, job title, and contact details. This lets the recipient know who you are and how to reach you, while also adding professionalism.
It also makes it easy for the recipient to follow up if needed. It’s part of making a good impression in your communication. If applicable, include your company name, phone number, and website. This will give more context and help the recipient learn about you.
In some cases, you may include relevant social media profiles. They should align with your professional brand, but make sure those profiles are as professional as your email.
Check your recipient fields
Before sending any professional email, especially in academia or business, always double-check the recipient’s email address. Sending to the wrong person can cause confusion or even breach of confidentiality. In a formal or familiar work relationship, accurate recipient info is key to good communication.
Make sure to also check the “Cc” and “Bcc” fields. Only include the relevant people when sending professional emails to a large group, and ensure you avoid replying to all in large threads as it tends to clutter business communication.
Remember to follow up
In the job application process, you should follow up if you haven’t heard back after a reasonable time. A follow-up email will reiterate your interest and maintain your professional reputation. Wait at least 3-5 business days depending on the urgency before emailing the hiring manager.
In your email restate the purpose of your original email and ask for an update. Use a closing and include your signature to have a written record, but be careful not to make any grammar mistakes in this final step.
Need to write consistently professional emails? Try MailMaestro for free!
MailMaestro can help you draft professional emails in a matter of seconds. One of its standout features is the Improve existing email option. You can input your draft and MailMaestro's AI email assistant will refine it, making them more professional, concise, and compelling.
🪄 MailMaestro tip:
Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!
Professional email examples
1. Job Application Email
Use this template when you're applying for a job.
Email Template
2. Meeting Request Email
Use this template to request a meeting with a colleague or client.
Email Template
3. Follow-Up Email After No Response
Use this template to follow up when someone hasn’t responded to your email.
Email Template
4. Project Update Email
Use this template to update a colleague or client about a project.
Email Template
5. Introduction Email to a New Client
Use this template to introduce yourself or your company to a new client.
Email Template
6. Thank You Email After an Interview
Use this email to thank the interviewer after your interview with them.
Email Template
7. Client Feedback Request Email
Use this template to request feedback from a client after a service or project.
Email Template
8. Sales Follow-Up Email
Use this template to follow up on a lead after an initial sales call.
Email Template
9. Apology Email to a Client
Use this template to apologize to a client for a mistake or miscommunication.
Email Template
10. Event Invitation Email
Use this template to invite someone to a company event or webinar.
Email Template
Bonus
- Keep it short. Don’t info dump.
- Use proper language. No slang.
- Always proof-read.
- Follow up if you don’t hear back after a week.
- Don’t forget to use MailMaestro to draft and perfect your emails.
Final Tips
To summarize, a concise email is key. It holds the recipient's attention without overwhelming them. It's also vital to maintain using professional language, avoid using slang or informal expressions, and always proofread for clarity.
If you don’t receive a response in a reasonable time, don’t hesitate to follow up politely. It's also a good practice as following up tends to keep you top of mind.
Lastly, tools like MailMaestro can help you by improving your emails and make them more professional. And most importantly, they'll save you the time and effort ensuring your email aligns with the best practices in this guide.
Frequently asked questions
How do you start a formal email?
Start a formal email with a greeting like “Dear Mr./Ms./Dr. [Last Name]” and be professional throughout.
How do you start a professional email greeting?
Use a greeting that matches your relationship with the recipient. Use "Dear [Name]" for formal, and "Hi [First Name]" for casual yet professional.
What should I say in a professional email?
In a professional email, state your purpose in the subject line and first sentence. Then, provide the details. Finally, sign off politely and include your contact info.
What are the 5 steps when writing a professional email?
- Clear subject line.
- Polite greeting.
- Brief and to the point in the body.
- Professional sign-off.
- Proof-read and send.
How do you email a professional for the first time?
When emailing a professional for the first time, introduce yourself. State your purpose and be nice.
