How To Write Professional Emails

Okay, let’s admit the fact that at some point of time, maybe after school or after college, we have to write emails to companies for internship or job opportunities. And it is important to note down the very fact of the process, i.e., to know how to write professional emails. These emails are different from the other types of mails, and to be taken care of while composing. But what is the right method of writing them ? Is there anything that we need to keep in mind while preparing the mail ? This article will try to answer all your queries regarding professional emails and also about the correct way of composing them in order to get the optimum results.

What Are Professional Emails ?

By the name itself, it is clear that it is something that is related to profession. A professional email is a formal one. It is a mail that is usually sent to companies or to the related officials due to several reasons such as request, job offer, interview, information, invitation, refusal and many more. And one must know the correct format of writing a professional mail as it is being sent to some formal entities. And any sort of glitch or mistake could cost you your career. Hence, knowing the important things about such mails is a necessity. 

How To Write Professional Emails ?

Here are some tips and tricks to keep in mind while writing professional emails. Let’s see them in detail.

Keep An Interesting Subject

The first thing that a person sees in the mail is the subject line. Thus, one must keep an eye on what they are writing in the subject head. An interesting one is the basis of a smooth official process. Make sure that there are no grammatical mistakes in the subject line. It may not be possible in the very first time but with practice, you can gain expertise in this field.

Acknowledge Them Properly

Do address them with respect. It is important to write the mail properly, but acknowledging them with respect is a must. Salute them with ‘Sir’, ‘Madam’, ‘Respected’, etc. Remember that the person reading your mail on the other side is not your friend, but someone who is an independent entity. And addressing them in the right way can put a good impression on the person.

Make It ‘Upto The Point’ 

Keep the body of the email short and precise. Write exactly what is required, not what you want to. Framing long form articles or essays in the email won’t help you. In addition to that, remember to make a list of things to add in the mail before preparing. This would help you to remain precise to your purpose. 

Appropriate Content Is A Must

The content lying in the body of the email has to be in a proper format, served with respect and dignity. If you are writing the email in the first person, then continue with that. Do not change the person. Moreover, avoid using abusive or slang words at all costs. This would create a bad face not only of yours, but also of your work and the things lying behind you.

Recognise Your Reader

Being aware of whom you are writing is important. If you are writing to some higher authorities, then write like that. If you are writing to a client or to your employee, behave like that. Do not go overboard with your emotions while writing the email. It is necessary to maintain a proper tone through the mail according to your reader.

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Be Adept With Your Etiquettes

Etiquettes are the doorstep to a good and optimistic world. They help us behave in a better way and also make an appealing and good image in other’s minds. Thus, while writing professional emails, be a man of values and culture. With good words and kindness, etiquettes should also show up from your write up. For instance, do not mail them in the non working hours or on holidays. Always contact them in the business hours or mail them in the working days. 

Apt Signature

While starting a professional email, always begin with proper acknowledgement (as mentioned in the second point). Similarly, it is a sign of good gesture if you end it properly. For example, ‘Best regards’ is the most common signature for closing an email. On the contrary, avoid using a few phrases like ‘Yours faithfully’ or ‘Yours sincerely’. This is because being kind is good, but too much leniency in the tone can make you more obliged rather than being formal. 

Mind The Errors

Errors are something that will take you miles away from your desired position. Moreover, they will make you less likeable among your professional group. Thus, always make sure that you conduct a strict grammatical check before sending them. If possible, cross check two times, but do it correctly. Be very mindful with specific words of the professional mail such as your name, your position, your client’s name, their designation and their company’s name. Spelling them correctly is a must, which you should keep in mind.

Attachments Are Necessary When Asked For

Attachments are the documents that one attaches to the mail. It is usually necessary when you are applying for a job application, the recruiter is sending you some important documents or if your HR has asked for some documents and vice versa. But there are many people who don’t understand the importance of attachments. Many forget to attach their important documents. On the contrary, there are many who attach files unnecessarily to their mail. Attach files only when asked for, don’t go beyond what is necessary as it may create an overwhelming image of your personality in the eyes of your client.

The Bottom Line

Writing professional emails is not a difficult task as it seems, but writing the proper form of mail can be. Once you understand the format, then you would understand its importance and how to frame it. Following the above mentioned points, you would develop a clear understanding about how important professionalism is while mailing.


P. Sailaja is a content writer, proofreader and freelancer. Being a Mass Communication student, she has knowledge about how a perfect content should look like. In addition to that, her interest niches for writing are health, fitness, skincare, food and lifestyle.

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