5 Easy Steps for Writing a Professional Email

Career Blog

Email has become a staple in the way professionals handle business conversations. For employees new to the corporate world, it’s important to learn how to write a professional email.

Email communication has its challenges because physical cues, such as tone inflation, body gestures, and other nonverbal signs have been taken out of the conversation. Therefore, the entire weight of the message you send relies on the words you write.

In addition, casual texts and informal writing has blurred the lines of professional writing. So, before sending an email to your coworkers, be sure to follow these 5 steps to ensure you convey a professional tone that clearly explains what you have to say:

  1. Use an informative and meaningful subject line
  2. The subject line determines if the person will even open the message. Always use a subject line with a topic that means something to the recipient. Clearly state what the point of the email is while attracting their attention.
  3. Be professional
  4. Correctly address, format, and close your email. If the given name is gender neutral and you do not know them personally, do not assume a “Mr.” or “Ms.” For example, if a recruiter for a job you have previously applied for emails you to schedule an interview, and their name is D.W. Smith, simply start your email with only “Dear D.W. Smith,” then proceed with the body of your message.
  5. Proofread
  6. This is self-explanatory, but an email that is not properly edited for correct punctuation and spelling looks extremely unprofessional and will get in the way of the message you are trying to convey.
  7. Stay focused
  8. The longer the email, the more likely the person you are sending it to will only skim through what you have written. Be as clear and concise as possible so you know the receiver can understand the message of the email. Long and wordy emails are hard to read and if they are too off-topic the receiver may stop reading and move onto the next email in their inbox.
  9. Always end with a thank you
  10. The final step of a professional email is so simple, yet many people fail to do it — thank the person for their time. By signing off with a “Thank You” followed by your name, you are showing respect for your peer and adding a professional tone to finish off your message.

Taking the time to construct a professional email is vital to your current and future career path. Before you send an email to a business professional, make sure you follow these 5 steps to ensure that your message will be clearly received.


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