How to Write a Professional Email in 6 steps

Whether you’re trying to secure a business deal, network with prospects or simply respond to a colleague or client about a project, knowing how to write a professional email is a must in any industry. As one of the most common methods of modern communication, a well-crafted email will ensure that your message gets across effectively. It must get the point across concisely, while landing a lasting impact on your reader.

Keep in mind throughout your message that your content should cut right to the bone. Make it powerful by keeping it short and sweet.

of the nearly 200 billion emails sent every day worldwide, 84% are considered spam. A full 55% of all email users admit that they don’t open and read messages regularly – whether business or personal.

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That may seem a bit obvious, but it’s incredible how many people fumble when writing emails to colleagues. If you’re on a mission to avoid obnoxiously long messages, awkward moments, or passive aggressions, kudos to you! Let’s get started on the path of learning how to write professional emails that keep your audience engaged throughout the entirety of the message. We’ll start by touching on the basics of how to write a professional email in these quick steps!

Two more important things before we dive in to the how-to guide:

Starting out: Get in the Right Headspace

Purpose

What’s the goal? What are you hoping to accomplish? Defining a purpose will help you focus on the main topic and write a concise message.  

Audience

When you consider who your audience is, the tone of your email will vary and the message should be tailored to that person. For example, if you are writing to your boss, refrain from using any informalities that might make you sound unprofessional. If you are writing to a colleague whom you are friendly with, casual language is more acceptable. 

Once you have defined your goal and audience, you are ready to begin writing your email. The following six steps in learning how to write a professional email that is effective, will help you structure your email and communicate your message in the most efficient manner. 

How to Write a Professional Email: Step-by-Step

Step 1: Select a Concise Subject Line

Begin with a subject line that directly relates to the content of your message. It should be a short phrase that explicates the topic you will be discussing. Make sure that it is concise and enticing to capture the attention of your reader – this will prevent your email from getting lost in their inbox. 

Step 2: Choose a Proper Salutation

Set the tone of your email by selecting the appropriate opening sentence. Your greeting will depend on who you are addressing. You may want to use a formal greeting, such as “hello,” with your boss, as opposed to a “hey” or “hi” with a close acquaintance.    

Step 3: The Body of Your Email – State Your Purpose  

The body of your email should communicate the purpose of your message. Here, you should talk about the subject of your line and abstain from talking about unrelated topics that might confuse your reader, especially if it’s an item that requires action from them. Your message should be clear and concise – brief in form but comprehensive in scope. Remember that you can still get your message across without using too much verbiage.   

In personal and professional settings, your audience will likely skim or skip over bricks of content. If you CC a full team, on an email – good luck on getting them to actually read through it.

Step 4: Closing Remarks

To end your email, write a couple of sentences that close on the subject you’re talking about. In this section, you may highlight any items that require action from your reader. 

Following your closing sentence, consider including “best regards” or “thank you” to show respect and appreciation for the time they have taken to read your message. These closing remarks are suitable ways to conclude your email and perfect for both business and personal correspondence.

Step 5: Include Your Signature

After selecting your closing phrase, include a signature with your first and last name, professional title, contact information, and the company you work for (if applicable). This is especially important if it’s someone you are emailing for the first time and you need to introduce yourself.  

Step 6: Proofread 

You’ve reached the final step, now it’s time to review your email and find any mistakes that need to be corrected. Take a little extra time to check for grammar or sentence structure errors and make sure you have covered the main points of the information you want to convey. 

Being able to write a professional email is applicable and necessary in all stages of working life. If you’re still wondering how to write a professional email, or if you’re wanting to figure out unique ways to learn how to get seen by an employer. Check out our other articles on email marketing and professional email writing.

will help you create a good image for yourself and your company, as well as project confidence about the information you’re delivering. Emails currently dominate online business interactions, thus it’s essential to do them correctly. An email that’s clear, concise, and coherent goes a long way in reflecting your professionalism and ability to communicate effectively. 

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