12 Tips + Examples on How to Write a Professional Email

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.

Table of Contents

• Why writing better emails matters
• 12 practical tips to write a professional email that gets results
  • 1. Use a powerful subject line to hook your readers
  • 2. Respect the recipient’s time—stay concise
  • 3. Choose clarity over complexity
  • 4. Ask direct questions to get clear answers
  • 5. Make scheduling meetings easier with flexible options
  • 6. Keep it clean—use attachments for details.
  • 7. Lead with what matters most
  • 8. Structure your content for easy reading
  • 9. Politeness goes a long way
  • 10. Make it relevant to the right audience
  • 11. End with a clear call to action
  • 12. Proofread before hitting send
• Make every email count

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:

Subject: Follow-up on Invoice #1234

Hi [Name],

I wanted to follow up regarding invoice #1234, which is due next week. Could you please confirm the payment status?

Thank You,

[Your Name]

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.”

Subject: Request for Document Review

Hi [Name],

Could you please review the attached document and provide your feedback by Thursday? It’s crucial for our upcoming meeting.

Thank You,

[Your Name]

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.

Subject: Changes to Company Management

Hi [Team],

We are making changes to how we manage and oversee our company. For additional information, please refer to the attached document.

Best Regards,

[Your Name]

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?”

Subject: Feedback Needed on the Monthly Marketing Report

Hi [Name],

Your input on the attached report would be very helpful. Could you please review and provide input on the following:

1. Is the data analysis on pages 3-5 clear and comprehensive?
2. Are the recommendations on page 8 actionable?
3. Does the executive summary on page 2 effectively summarise the key points?

Thank you for your time and insights.

Best Regards,

[Your Name]

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.

Subject: Meeting Request: Discuss Q4 Budget

Hi [Name],

I’d like to discuss the Q4 budget next week.

Here are a few options:

1. Monday, 10 AM – 10:30 AM
2. Wednesday, 2 PM – 2:30 PM
3. Thursday, 11 AM – 11:30 AM

Please let me know which slot works best for you or if another time is more convenient.

Thank You,

[Your Name]

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.

Subject: Updated Project Plan Attached

Hi [Name],

Attached is the updated project plan with the new timelines. Please review the document and let me know if you think any changes are necessary.

Thank You,

[Your Name]

Attachment: Project_Plan_Updated.pdf

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.

Subject: Rescheduled Meeting: New Time for Project Kickoff

Hi [Team],

The kickoff meeting for the [Project Name] has been rescheduled to Tuesday at 10 AM. Please adjust your calendars accordingly. If you have any conflicts, let me know as soon as possible.

Thanks,

[Your Name]

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.

Subject: Agenda for Tomorrow’s Meeting

Hi [Team],

Here’s the agenda for tomorrow’s meeting:

1. Review Q3 performance
2. Discuss marketing strategy for Q4
3. Assign action items

Looking forward to seeing everyone.

Best,

[Your Name]

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.

Subject: Action Required: Update Your Software by Friday

Hi [Team/Individual],

If you are using [specific system], please update your software by Friday. Instructions are attached.

Thank You,

[Your Name]

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:

Subject: Approval Needed for Marketing Plan

Hi [Name],

Could you please review and approve the attached marketing plan by Thursday?

Thank You,

[Your Name]

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.