- The six parts of a professional email
- Write a subject line people will open
- Choose a greeting that fits the relationship
- Open with your reason for writing
- Keep the body short and easy to scan
- Make your request impossible to miss
- Close warmly and add a signature
- Professional email examples you can adapt
- Mistakes that make emails sound unprofessional
- Check your email before you hit send
- What if the email is difficult to write?
- Frequently asked questions
To write a professional email, use a short, specific subject line, a polite greeting, one opening sentence saying why you're writing, a brief body with a clear request, then thank the reader and sign off with your name. Check names and attachments before you send.
Most of us write more emails than we realise, and a surprising number of them are read in a hurry on a phone between other jobs. A professional email doesn't need fancy words. It needs a clear subject line, a polite greeting, a short message with one obvious request and a tidy close. Get those right and people reply faster, understand what you want and think better of you. Get them wrong and even a sensible message can sound abrupt, muddled or careless.
This guide walks through the parts of a professional email in order, then gives you short example emails for common situations. The structure follows advice from university writing centres at Boise State, Tufts and others, which I've listed at the end, plus my own experience of writing to clients and partners for years. If you're emailing about a job, my guide to writing an email to send your resume goes into that situation in more detail.
The six parts of a professional email
| Part | What it does | Quick tip |
|---|---|---|
| Subject line | Tells the reader what the email is about | Short and specific, with the topic in it |
| Greeting | Opens politely | Use their name and title if you're unsure |
| Opening line | Says who you are or why you're writing | One sentence |
| Body | Gives the detail | Short paragraphs, one idea each |
| Clear ask | States what you want and by when | Put it in its own line |
| Close and signature | Ends warmly and gives contact details | Thank them, then your name |
Write a subject line people will open
Writing centres including Boise State's advise a brief, specific subject line with keywords about the topic. Treat it as a label for the contents, because it's often what decides whether your email is read today or buried.
- Good: Question about Thursday's project meeting
- Good: Introduction from Sam Rivera, Brightside Bakery
- Weak: Hello
- Weak: URGENT!!! Please read
- Weak: (no subject at all)
If you're writing a message to many people, such as a customer update, there's more to think about, and my pack of email subject line prompts might spark ideas.
Choose a greeting that fits the relationship
A good rule is to match the formality of the person you're writing to. With someone senior, a stranger or a first contact, use Dear plus their title and surname if you know it. With someone you already know well, Hi plus their first name is fine. If they've signed off with just a first name, you can follow suit. Check the spelling of names every time, because getting a name wrong stands out more than any other mistake.
Open with your reason for writing
Say why you're writing in the first or second sentence. If you're new to the person, add one line about who you are. A polite line such as I hope you're well is fine, but don't let it become a paragraph. Busy readers want the point quickly.
Keep the body short and easy to scan
- Aim for short paragraphs of one to three sentences.
- Use a bullet list if you're giving three or more items, or numbered steps.
- Write plain words. Leave out jargon, unless you're sure the reader uses it too.
- Avoid ALL CAPS, which comes across as shouting, and go easy on exclamation marks and emojis.
- Put the most important information first.
- If you're attaching a file, mention it in the text.
Make your request impossible to miss
The most common reason emails go unanswered is that the reader can't tell what's being asked. State your request plainly, name a date if there's a deadline, and give a reason if it helps. For example: Could you confirm the venue by Friday so I can book the room? One request per email is ideal. If you have several, number them.
Close warmly and add a signature
Thank the person for their time or help, then use a sign-off that matches the tone, followed by your name. A signature underneath normally includes your job title, company and a phone number or website. Keep it simple, without large images or long quotations. If you'd like your signature to work harder for your business, see my guide to email signature marketing.
Professional email examples you can adapt
These are invented examples for you to adapt. Change the names and details so they sound like you.
An introduction email
Subject: Introduction from Maya Singh, Greenleaf Design
Dear Mr Hughes, my name's Maya Singh and I run Greenleaf Design, a small studio working with local shops. I saw your talk at the retail meetup and enjoyed your point about window displays. I'd welcome a short call to hear how you approach it. Would a 15-minute chat next week suit you? Thank you for considering it. Kind regards, Maya Singh
A request email
Subject: Request for the Q3 meeting notes
Hi Leah, could you send me the notes from Tuesday's planning meeting by Thursday? I need them to finish the schedule for the team. Thanks very much. Best, Dan
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A follow-up email
Subject: Following up on my email of 3 May
Hi Arjun, I wanted to follow up on my earlier message about the supplier list. I know you're busy, so I've put the question below to make it easy: could you confirm which suppliers are approved? Thank you. Kind regards, Beth
An apology email
Subject: Apologies for the delay with your order
Dear Ms Clarke, I'm sorry that your order arrived later than promised. The delay was on our side, and I understand it caused you inconvenience. Your order is now with you, and I've asked the team to send you a tracking update from now on. Thank you for your patience. Yours sincerely, Tom Reid
A reply to a complaint
Subject: Re: Your recent experience
Dear Mr Evans, thank you for letting us know about your experience. I'm sorry it fell short of what you expected. I'd like to understand more, so could you tell me which day it happened and who you spoke to? I'll look into it and reply within two working days. Kind regards, Nora Fletcher
Mistakes that make emails sound unprofessional
- Vague or missing subject lines.
- Typing in capitals, or using slang with someone you don't know.
- Writing a wall of text with the request hidden at the bottom.
- Hitting Reply All when only one person needs your reply.
- Sending when you're angry. Draft it, wait, and read it again.
- Forgetting an attachment you mentioned.
- Typos in names, company names or dates.
- Overly casual sign-offs with new contacts.
Check your email before you hit send
- Read it aloud once. Awkward sentences stand out when you hear them.
- Check the recipient's name and email address.
- Check that the request and deadline are clear.
- Look for the attachment, if you mentioned one.
- Ask yourself how it would read if forwarded to someone else.
- Run a spell check, then send.
What if the email is difficult to write?
- You're writing to someone senior. Be brief, polite and specific. State what you need from them and make it easy to say yes.
- You're delivering bad news. Say it plainly in the first few lines, acknowledge the impact and explain what happens next.
- You haven't had a reply. Wait a few working days, then send a short, friendly follow-up that repeats the question.
- English isn't your first language, or theirs. Use short sentences and simple words. They'll be easier to read and translate.
- The message is sensitive. Consider a call instead, then confirm the points by email.
Frequently asked questions
What should a professional email include?
A clear subject line, a polite greeting, a short opening line, the main message, a specific request, a thank-you and a sign-off with your name and contact details.
How long should a professional email be?
As short as it can be while still being clear. Many people read email on a phone, so aim for short paragraphs and put the request near the top.
Is it OK to use first names in a professional email?
Often yes, especially if the other person uses yours. If you don't know them, or they're senior to you, start with Dear and their title and surname until they suggest otherwise.
How do I write a professional email subject line?
Make it brief and specific, with the topic in it, such as Question about Thursday's meeting. Avoid vague words like Hello or urgent wording in capitals.
When should I follow up on an email with no reply?
Give it a few working days unless it's urgent. Then send a short, friendly reminder that repeats your request and makes it easy to answer.
