How To Send a Professional Email

You check a work email when you stumble upon a rude word or phrase. You reread it and incredulously ask yourself: "Did she really just write that?" As anyone who has ever written a professional email knows, it is easier to convey the right tone and emotion when speaking to someone aloud than when talking online.

For example, the words, phrases, and tone that you use with your friends might make you look unprofessional at work. When you write a professional email, you foster healthy work relationships, communicate clearly, and are likely to have more career advancement opportunities come your way.

In this article, we share information about why striking the right tone in work emails is essential, followed by a list of tips for how to sound professional in an email. We've also included templates you can use in various scenarios to ensure your work emails are polished and professional.

What Is a Professional Email Anyway?

A professional email is any correspondence that is sent in a business context. For example, to set up a meeting between colleagues or discuss the status of a challenging project, among other business communication.

Studies show that each of us sends about 40 work emails per day, and receive well over 100. That's a lot of emails! If you're going to stand out in a professional way, you want to be sure your correspondence is appropriate.

When people open a poorly written or unprofessional email at work, they make judgments about the person who wrote it — and they're not typically positive. They often use this information to decide whether you're a dependable coworker. Combine this with the fact that your emails can be forwarded to anyone at any time and are a permanent record of your business communications, and you can see why your work emails hold such weight.

When you're writing a work email, your goal is to communicate in a way that shows people that you take your job seriously and are polite and respectful. To achieve the right tone, your work emails should be clear, concise, and professional without including words that make you sound rude and difficult to work with.

Tips for Professional Email Etiquette

Now that you know more about the importance of a professional email, you're probably wondering how you can be sure you convey the right tone. Remember the following tips, and you'll be a pro at sending a professional email in no time.

Use a Clear, Concise Subject Line

The subject line of your email should clearly indicate what it's about. For example, if you are looking for feedback on your work, you would use a subject line such as "Feedback Request for [Project Name]." Here are a few more examples:

• Feedback Request for Marketing Plan
• Budget Approval Needed for Q3
• Team Meeting Agenda for July 20th
• Project Update: New Website Launch
• Request for Vacation Days in August

Open With a Proper Greeting

Depending on whom you are addressing, aim to greet each recipient with the appropriate level of formality. Keep it simple but not casual. Greetings like "Hey" or "Yo" are not appropriate unless you're emailing a work friend. When in doubt about how to address two people in an email, a simple "Hello, Jane and Tom" or "Good morning, Kelly and Jim" is polite and appropriate for any circumstance.

Use Correct Grammar and Spelling

Slang and abbreviations that originated in instant messaging and texting have made their way into email. Even if your coworkers and clients don't call you out on using such shortcuts, avoid them. In case an email is forwarded to another client or a supervisor it's safest to always stick to professional language.

Include Only Essential Information

It's fine to be friendly and familiar in business emails; however, try not to be too chatty. Put vital information as close to the beginning of your email as possible to ensure your recipient gets what they need quickly. A quick rule of thumb is to make emails no longer than a paragraph or two, which you can do by being concise (especially with your introduction and pleasantries).

Close With a Clear Conclusion or Action

End your professional email with a clear explanation of what you expect of the recipient and when. You probably won't get the response or action you need if you aren't specific. If you want an opinion or permission, ask for it. If you need it by Tuesday, say so.

Sign Off Professionally

Just as you opened the email by politely addressing the recipient(s), you also want to sign off the same way. A simple "Best regards," or "Sincerely," works great.

Read Important Emails Aloud

After you check spelling, grammar, and formatting, take a moment to read your message aloud before you hit send. Vocalizing your writing is a great way to ensure the writing flows and catch errors you might otherwise miss.

Use a Professional Email Address and Signature

Don't overlook your email address and signature. These important pieces of information convey your professionalism just as much as the rest of your email. If you've not been provided with a company email address, stay away from quirky personal aliases, such as misty321@yahoo, which are better left for your social media accounts. Your signature should also clearly show what your role is and how to get in touch with you.

Words and Phrases to Avoid in Professional Emails

What makes a professional email sound unprofessional, anyway? And how can you avoid these faux pas? Here are some common words and phrases that may portray an unintended tone and therefore avoided. We've included examples of poorly written emails and suggestions for what to write instead, such as how to say "no worries" professionally in an email:

1. "Obviously"

Example: "Obviously, we should move forward with the marketing plan based on the outcome of the board meeting."

Why it doesn't work: It sounds like the writer is pointing out that the following information should be obvious — but the reader is not intelligent enough to understand. Use "obviously," and you risk coming off condescending and being branded as the Miranda Priestly of the office.

Use this instead: "We should move forward with the marketing plan based on the outcome of the board meeting."

2. "Actually"

Example: "I actually think it would be better if we publish the article before the book's release date."

Why it doesn't work: Though "actually" might come across fine in conversation, using it in an email can sound hostile or make you seem like a know-it-all. This can be misconstrued as rude in a professional email.

Use this instead: "Let's publish the article before the book's publication date."

3. "Apparently"

Example: "Apparently, the presentation is too long, and we should be more concise."

Why it doesn't work: Unless you work in law enforcement, words such as "apparently," "allegedly," and "evidently" can sound like you are contradicting or questioning someone's judgment or portrayal of events. It makes it look as though you feel others are being sneaky or hiding something from you that you've had to figure out for yourself and then point out in the email.

Use this instead: "We received feedback that the presentation is too long. We should edit it to be more concise."

4. "Fine"

Example: "Thanks for sending the press release to me for approval. It's fine."

Why it doesn't work: The word "fine" is often used as a form of compliance. It can have a negative or positive tone but is mostly perceived as dismissive, especially in professional emails. When something is "fine," use "good" instead or be direct enough to let the reader know what is not okay so they are not left wondering.

Use this instead: "Thanks for sending the press release to me for approval. It's approved. Great work."

5. "No"

Example: "The answer to your request is no."

Why it doesn't work: "No" comes across harshly in an email. It's best to soften your language by providing context.

Use this instead: "I won't be able to publish the article on Monday because I have three time-sensitive articles to publish that take priority, but I will publish it the following Monday."

6. "Does That Make Sense?"

Example: "Please review the agenda and let me know if any changes are needed. We want to ensure that all key points are covered. Does that make sense?"

Why it doesn't work: Asking people if something makes sense can be condescending since it implies the reader isn't intelligent enough to understand what you wrote. It also demonstrates a lack of confidence in your communication.

Use this instead: "Please review the agenda and let me know if any changes are needed. Your feedback is important to ensure that all key points are covered."

7. "Correct Me if I'm Wrong"

Example: "Correct me if I'm wrong, but I believe the budget for the new marketing campaign has not been approved. If anyone has an update, please let me know."

Why it doesn't work: This phrase suggests the writer is either uncertain or defensive. It's essentially saying, "I think I'm right, but maybe you know more than I do," which can come off as rude.

Use this instead: "Can someone provide an update on the budget approval status for the new marketing campaign? It has not yet been approved, but I would appreciate confirmation."

8. "FYI" and Other Acronyms

Example: "FYI, we've hit a snag with the new software implementation. The vendor said it would be ready by EOD, but now it looks like it'll be delayed. Can anything else go wrong this week? LOL.

Why it doesn't work: Acronyms such as FYI, EOD, and LOL are best saved for texts to friends and family — not professional emails to coworkers or clients. They can cause confusion since not all recipients understand them. The exception would be if you were sending an email to your work BFF.

Use this instead: "We have encountered a setback with the new software implementation. The vendor initially promised completion by the end of the day, but it now appears there will be a delay. Let's schedule a meeting as soon as possible to discuss our next steps and ensure we stay on track."

9. "No Worries" and Other Informal Phrases

Example: "No worries, happy to help!"

Why it doesn't work: Using informal phrases, such as "no worries," "no sweat," and "sure thing" in a professional work email can come across as overly casual and may not be appropriate in all business contexts. It can undermine your professionalism and might not be well-received by all recipients.

Use this instead: "I'm happy to help. Please don't hesitate to reach out if you need anything else."

Professional Email Templates

There are many scenarios in which you need to come across professionally on the screen. Here are some templates to help you come off more as Harvey Specter than Michael Scott in your professional emails.

1. Email for Networking

Subject: Connecting with a Fellow [Industry/Profession]

Hi [Recipient's Name],

My name is [Your Name], and I am a [Your Position/Job Title] at [Your Company/Organization]. I came across your profile on [platform/website] and was impressed by your work in [specific area or project].

I am reaching out to see if you might be open to connecting and discussing [specific topic or interest]. I believe your insights and experience could provide valuable guidance as I navigate [specific challenge or goal].

Thank you for considering my request. I look forward to the possibility of connecting with you.

Best regards,

[Your Name]

[Your Contact Information]

[Your Social Networking Profile or Other Relevant Links]

2. Follow-up Email to a Hiring Manager

Subject: Follow-Up on [Job Title] Interview

Dear [Hiring Manager's Name],

I am following up on our recent interview for the [Job Title] position at [Company Name]. I remain enthusiastic about the opportunity to join your team and contribute to [specific area or project].

I am particularly excited about [specific aspect of the role or company] and believe my [relevant experience and key skills] make me a strong fit for the position.

Thank you once again for considering my application. I look forward to hearing from you soon.

Best regards,

[Your Name]

[Your Contact Information]

3. Asking for an Introduction

Subject: Introduction Request

Hi [Your Friend/Colleague's Name],

I am reaching out to ask if you might be able to introduce me to [Person's Name]. I've been following their work in [specific field or project], and I believe connecting with them could be beneficial for [specific reason].

Would you mind sending an introductory email if you're comfortable with this? I've included a brief message below that you can use if that's helpful.

Thank you in advance for your assistance.

Best,

[Your Name]

Introductory Message:

Hi [Person's Name],

I hope you're doing well. I wanted to introduce you to [Your Name], who is [brief description]. I think you two would have a lot to discuss regarding [specific topic].

Best,

[Your Friend/Colleague's Name]

4. Requesting a Meeting with Your Boss

Subject: Request for Meeting to Discuss [Topic]

Dear [Boss's Name],

I am writing to request a meeting with you to discuss [brief topic or purpose of the meeting]. I believe it is important for us to address this matter to [benefits or reasons why the meeting is important].

Would it be possible to schedule some time to meet with you on [date and time]?

I look forward to your response.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]

5. Providing a Project Update to Your Team or Manager

Subject: Project Update: [Project Name]

Hi Team,

I wanted to provide an update on the [Project Name] project as of [date].

Current Status:

[Brief summary of the status.]

Completed Tasks:

1. [Task 1]

2. [Task 2]

Upcoming Milestones:

[Milestone 1 and expected completion date.]

[Milestone 2 and expected completion date.]

Challenges:

[Any challenges or issues currently being faced.]

Next Steps:

[Outline the next steps to be taken.]

Please let me know if you have any questions or need further information.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]

6. Asking for Clarification on a Task Request from a Coworker or Manager

Subject: Clarification Needed on [Task Request]

Hi [Coworker/Manager's Name],

I am reaching out to request clarification on the task you assigned to me regarding [briefly describe the task]. I want to ensure that I fully understand the requirements and can complete the task to your expectations.

Could you please provide more details on [specific aspect you need clarification on]? Additionally, any examples or resources you could share would be greatly appreciated.

Thank you for your assistance. I look forward to your guidance.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]

7. Cold Sales Email

Subject: [Benefit/Feature] That Can Help Your Business

Hi [Recipient's Name],

I hope this email finds you well. My name is [Your Name], and I am with [Company], a leading provider of [Your Product/Service]. I am reaching out because I believe [Product/Service] could greatly benefit [Recipient's Company] by [specific benefit or solution your product/service offers].

At [Company], we specialize in [briefly describe what your company does]. Our clients have seen [specific results, e.g., increased efficiency, reduced costs, improved customer satisfaction, etc.], and I believe we can achieve similar success for [Recipient's Company].

I would love to schedule a brief call to discuss how we can help you achieve your goals. Would you be available for a quick chat next week?

Thank you for considering this opportunity. I look forward to the possibility of working together.

Best regards,

[Your Name]

[Your Job Title]

[Your Company]

[Your Contact Information]

[Your Professional Networking Profile or Other Relevant Links]

Put Your Professional Email Skills to Work

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