How to Write a Professional Email

For many industries and companies, email is one of the most common forms of communication, whether it’s used for a quick response or a longer detailed message.

Since this method of communication is used often, there is a lot of room for error, which can negatively impact yourself and your business.

Here are a few tips to remember when writing and sending emails that could save you a lot of grief.

4 Email Etiquette Tips


While many email servers offer editing services, they may not catch the wrong word if it’s spelled correctly; if you write “ant” but mean “and” the editor may not catch it. While this may seem like a simple mistake and the email recipient will likely know what you are trying to convey, it can make you look less professional.

Take the time to read and then re-read your email; there’s no point in losing credibility over an easy to catch error.

On occasion you may want to ask a trusted colleague to proofread an email for you to catch anything you missed, especially if you’re trying to convey a message that is potentially confusing or of a sensitive nature.

Keep It Brief

As we mentioned above, email is commonly used in businesses across all industries; people can receive dozens of emails each day. Get to the point quickly in your message so your recipient is more likely to provide a timely and efficient response. If needed, you can always pick up the phone or arrange a time to meet to review through the points of your email together.

Consider Your Subject Line

As David Erikson, Vice President of Online Marketing at Karwoski & Courage told Business News Daily, “People prioritize what emails they read first by who the sender is – you’re going to read emails from your boss right away – and second by what the subject line says.”

Make sure your subject line is clear and descriptive to what you need.

Remember Email Can Last Forever

Regardless of whom you’re emailing, remember that what you send can potentially be shared for everyone to see. Don’t be unprofessional and treat the recipient poorly; they can always take a screenshot of the message and share it with your supervisor, potential clients or publicly on social media, possibly negatively impacting your job and company.

When writing email, take the time to proofread your work, keep it brief, use an effective subject line and remember that what you write can live on. Are you interested in more workplace tips? Check back next month for more helpful information on our blog!