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12 Tips + Examples on How to Write a Professional Email

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Table of contents

12 Tips + Examples on How to Write a Professional Email

Sep 17, 2024
    |    
7 min read
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Table of contents

How much time do you spend in a day writing and second-guessing emails before hitting send?

If you’ve ever wondered how to clearly express your intentions or what tone to use to be professional yet friendly, you’re not alone. With 124.5 billion work emails sent and received daily, your emails need to cut through the noise and be both understood and well-received.

According to Microsoft, the top 25% of email users spend a staggering 8.8 hours a week on email.

But here’s the kicker—email doesn’t have to be a time sink. By applying a few smart strategies, you can craft effective emails quickly and efficiently. Not only will this save you time, but it will also enhance your reputation as a thoughtful communicator, help you articulate ideas more clearly, and reduce unnecessary back and forths.

In this article, we’ll share proven strategies to keep your emails clear, concise, and productive. Plus, we’re backing it up with a few examples and templates to make sure that you get off to a great start.

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Table of Contents

Why writing better emails matters

It’s Monday, 9 AM.

You have a coffee in hand, ready to tackle the day. You open your laptop and are instantly greeted by a flood of emails. Each message seems to demand immediate attention, and you feel overwhelmed before your day even starts.

Improving how you write emails can make a significant difference in your workday. Writing professional emails ensures your message is clear and concise, saving you time and helping you manage the daily onslaught of emails.

Here’s why focusing on better email practices is crucial:

  • Stand out in a crowded inbox: A well-written email helps you command attention. As pointed out by this Reddit user, clear and polished emails can convey a powerful message and distinguish you from others.
  • Make a great impression: Emails that are clear and professional reflect reliability and efficiency, boosting your professional image.
  • Be clear: Effective emails ensure your message is understood, strengthening professional relationships and reducing confusion.
  • Make your workday more productive: Clear communication minimises misunderstandings and streamlines workflows, ensuring your workday is a lot smoother and more productive.
  • Get closer to your goals: Thoughtful communication can help you achieve career objectives, such as securing promotions, negotiating time off, or getting projects approved.

12 practical tips to write a professional email that gets results

Have you ever thought of how some long emails are whipped up in minutes, while shorter ones can feel like they drag on for an eternity? The time spent isn’t just about how fast you type or the length of the email. The real difference lies in clarity, purpose, and structure. Writing a professional email that gets results requires focus and intention—it’s about communicating your message clearly without leaving room for confusion or unnecessary replies.

Below are 12 tried and tested tips that will help you write professional emails that get results, save time, and leave a lasting impression. 

1. Use a powerful subject line to hook your readers

The subject line should succinctly convey the email’s purpose. A clear, specific subject line not only sets the right expectation but also improves open rates. Avoid vague or generic subject lines like “Meeting” or “Update.” Instead, use specific ones like “Request for Feedback on Q3 Report by Friday” or “Action Required: Approve Budget Proposal by September 15.”

Here are some examples of professional email subject lines that are crisp and on point:

Purpose of EmailSubject Line Example
Scheduling a meetingRequest for a 30-Minute Meeting on Q4 Marketing Strategy
Following up on an invoiceFollow-up on Invoice #1234
Sharing a reportQ2 Performance Report Attached: Review Needed
Project updateProject X Update: Key Milestones Achieved
Request for feedbackFeedback Needed: New Marketing Proposal Draft by Wednesday
Notifying about system downtimeNotice: Server Maintenance on Friday from 5 PM to 6 PM

2. Respect the recipient’s time—stay concise

Emails should be concise while covering all necessary points. In the ‘All Ears English’ podcast, Todd Rogers, a Harvard professor, shares that keeping emails to no more than four lines makes it easier for busy professionals to read and respond. If your message is longer, consider whether some parts can be saved for a follow-up or condensed.

Todd also suggests, “Include an attachment with the other details that may be seen as noise in the body of the email.”

3. Choose clarity over complexity

Avoid jargon, complex sentences, or overly technical terms. Use simple, straightforward language to ensure clarity and prevent misunderstandings. As seen below, a Reddit user emphasised this by saying, “Don’t go with a $5 word when a nickel word is sufficient.” Aim to be understood, not to impress.

Before: We are undertaking a comprehensive restructuring of our corporate governance framework.

After: We are changing how we manage and oversee our company.

4. Ask direct questions to get clear answers

Vague questions like “Thoughts?” don’t provide clear direction for the recipient. Christina Canters, a communication skills trainer, suggests being specific to get actionable feedback. For example, instead of saying, “Please provide feedback,” ask, “Does the explanation on slide 7 make sense to you?”

5. Make scheduling meetings easier with flexible options

When setting up a meeting, don’t just ask, “When is it convenient for you?” Instead, provide two or three potential time slots. This helps avoid endless back-and-forth emails and shows respect for the recipient’s time. Todd Rogers emphasises that specific, actionable requests make emails more effective.

6. Keep it clean—use attachments for details.

Instead of crowding your email with too much information, attach documents for detailed reference. This keeps the email short and allows the recipient to go through the attachment at their convenience.

7. Lead with what matters most

Many people receive countless emails daily, leading to a phenomenon where anything less than the first few lines can be quickly skimmed or ignored. So, start your email with the key information. By highlighting key details upfront, you make it easier for recipients to grasp the urgency and significance of your message immediately.

For example, if you are notifying users about a system downtime, mention the critical details right away. As this Reddit user points out, putting critical information at the top helps avoid the common issue of recipients missing key points because they are already scrolling or moving on to other tasks.

8. Structure your content for easy reading

When covering multiple points, use bullet points or numbered lists to break up text and make the email more readable. This ensures that the recipient can quickly understand the message without sifting through long paragraphs.

9. Politeness goes a long way

Your email’s tone should always be professional and polite. Avoid using all caps, which can be perceived as shouting or being overly casual. A polite tone builds rapport and encourages a positive response.

Example:

Before: I NEED THIS DONE TODAY!!!

After: Could you please complete this by the end of the day? Thank you.

10. Make it relevant to the right audience

Avoid sending emails to large, irrelevant groups. Target the right audience to make your message more effective. This ensures that your emails are read by those who need them and not ignored by those who don’t.

11. End with a clear call to action

Conclude your email with a specific Call to Action (CTA). This could be a request for a meeting, feedback, or completion of a specific task. A strong CTA ensures that the recipient knows what you expect from them.

Take a look at a few CTA options that you can use to the end email with:

PurposeCTA Example
Request for a meetingPlease let me know which time works best for you.
Request for feedbackCould you please review the attached document?
Deadline reminderI would appreciate it if you could have this done by the end of today.
Follow-up on a taskCan you provide an update on the progress of this task?
Confirmation neededCould you confirm your availability for the meeting?

12. Proofread before hitting send

Before sending your email, check for spelling, grammar, and clarity errors. Taking the time to proofread your email reveals a commitment to professionalism and detail.

Example:

Before: Pleas let me no if their is anything else you need.

After: Please let me know if there is anything else you need.

Make every email count

Writing professional emails is more than just a routine task; it’s a vital skill that can greatly impact your efficiency. By thinking through your message, keeping it short and sweet, and proofreading it twice—you ensure that your communication is clear, concise, and purposeful. 

Managing a barrage of emails becomes easier with tools like Hiver. Hiver’s shared inbox and collaborative features streamline communication, reducing the need for excessive forwarding and CCs. 

Book a demo to see how Hiver can optimise your email processes and boost team productivity.

Smeetha Thomas is a freelance writer and content strategist for B2B and SaaS companies. Passionate about building compelling narratives, she helps brands by translating their story and expertise into actionable content that drives qualified traffic and valuable leads.

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