Professional Email Etiquette: How to Write a Professional Email

A professional email is any email communication used in the workplace for purposes of business correspondence or to achieve a business-oriented goal.

Whether recapping an important meeting, sending an introductory email, job searching, or updating a manager on a certain action item, knowing how to write a professional email can serve you well in many aspects of your career. A professional email is intentionally crafted and conveys your messages in a way that compels the reader to take action.

Learning proper email etiquette is vital for today’s workforce because unprofessional emails can cost you your job or even opportunities for your organization.

A business email should be brief and well-mannered. Although they can be cordial, professional emails are not casual exchanges. Effective emailing is straightforward and actionable. Here are some of the most important elements of well-crafted professional email communication:

1. 1. Intentional subject lines: An email subject line is the first thing your reader will see and one of the biggest elements of professional email writing. This line should be clear, concise, and set the right intention so the reader understands the relevancy and priority of your message.
2. 2. Greeting: Upon opening your email, the recipient should be addressed directly with a quick “hello” and by name. When crafting your email, use the person’s full or first name. This portion of your email establishes a connection, so make sure that your greeting and the first line of your email match the tone and energy of the subject line.
3. 3. Clear and concise messaging: Within the body of your email, you want to get right to the point without wasting time. The purpose of your email should be elaborated upon in this section. Be detailed, yet concise, and make sure your messaging feels authentic. Split messaging into paragraphs and add subheadings if it’s a long email.
4. 4. Closing or call to action: Usually included in the last line or paragraph of the body, a call to action should ensure that the reader is clear on what next steps they need to take, or that you will be taking to get in contact with them. Be direct and informative; if needed, this can be broken down into bullet points or a list.
5. 5. A proper email sign-off: Be sure to conclude your email with a salutation, such as “sincerely” or “best regards.” The next line should include your email signature or your typed name, job title, and company name. You can also add additional contact information here, such as your email address or phone number.

Whether crafting an email to a colleague or another business, there may be a lot at stake, so you want to take care to get it right the first time. Whether you’re discussing budget allocation, partnerships, or affiliate programs, your email communication should be free of mistakes that could cost you business opportunities. Here are five of the most common mistakes to avoid when crafting your professional emails:

1. 1. Informal language: A professional email is a formal email; you are not talking to a friend, so don’t write casually. Refrain from using emojis, emoticons, or any other text-styled conversation or abbreviations.
2. 2. Wrong greetings: Including a greeting is vital and makes you sound authentic and professional. It is also extremely common to misspell a recipients’ name or have written “Dear Mrs.” or “Dear sir” when the recipient does not identify with those genders. Err on the side of caution so that you do not offend your recipient; you may decide to use “To whom it may concern” to avoid such issues.
3. 3. Spelling, punctuation, and grammar mistakes: Try to avoid typos, which may make you seem careless. Also, make sure that all abbreviations are spelled and referenced correctly by reading through a few times and using spell check.
4. 4. Font styles: Avoid bright, unique, colored fonts. These will not only take away from the message of your email, but they can make the formatting of your email appear unprofessional at first glance. Bold font or italics are generally fine, but make sure it looks uniform and professional.
5. 5. Missed attachments: Having a missed attachment can be detrimental if you are reaching out to a hiring manager to send in an application for a job or sending in a resignation letter. Although this can be remedied by sending a follow-up message including your resume, cover letter, or other attachment, it's best to double-check before hitting the send button.

Crafting a good email is an excellent professional skill that can be a benefit to your career. You can look up email templates for how to write a good email to guide your process or develop your own email format for common correspondence, but the following steps can also help you write professional email messages:

1. 1. Identify your goals for email communication. What is the point of your message? Are you reaching out to introduce yourself to someone or following up with a client after a meeting? Figuring out what you are going to say before you sit down to write your email ensures that your writing is well-mannered, clear, and to the point.
2. 2. Think about your email recipient. Make sure you have researched the recipient of your message. Do you have a connection with them you may be able to weave into your message? Think through how they will respond to your message, then match that energy when writing. Keeping this person in mind while writing can help you craft a fair and professional message.
3. 3. Keep things concise. Getting to the point quickly with the right amount of information is essential. Don't add in funny or social content that you would send to your family or friends. Make sure to include all attachments, graphs, and lists.
4. 4. Proofread before you send. Double-checking your email for errors is vital and can cut down on miscommunication. We all make mistakes, but you should aim for a formal email that is free of grammatical errors.
5. 5. Re-read for tone. Your message should be cordial. Re-reading will help you decide whether you need to rearrange or add new words to make sure that your message strikes the right tone.
6. 6. Follow up. If you do not receive a response within three to five business days, you can send a follow-up email to see if they received your first message.

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