Introduction

As a new graduate or perhaps starting a new role, you're likely to communicate with prospective employers, colleagues, and potential clients via email. Writing a professional email is crucial in today's digital age, as it represents your professionalism and communication skills. However, writing an email that conveys your message appropriately and professionally can be challenging, especially if you're not familiar with the formal tone and structure of business emails.

In this guide, we'll provide you with essential tips on how to write a professional email that will help you make a great impression.

Use a clear subject line

"Your subject line should be brief and informative," says Alison Green, author of the Ask a Manager blog. "It should give the recipient a sense of what the email is about and whether it requires their immediate attention." Make sure your subject line is relevant and concise to ensure that the recipient understands the purpose of the email.

Use a professional tone

"Be polite, formal, and respectful," says Steve Blakeman, author of The Business of Travel. "Avoid using slang, jargon, or emoticons that can detract from your professional image." Always address the recipient with the appropriate level of formality, and use proper grammar and spelling.

Keep it concise

"Stick to one topic per email and keep your message concise," advises Alison Green. "Long, rambling emails can be confusing and hard to follow, and they may not be read in their entirety." Keep your message brief and to the point, and use bullet points or numbered lists to make the information more accessible.

Be mindful of the recipient's time

"Respect the recipient's time by getting straight to the point," says career expert Amanda Augustine. "Avoid small talk or pleasantries that can make your email seem unprofessional." Be clear and concise in your message, and don't waste the recipient's time with unnecessary information.

Include a clear call to action

"End your email with a clear call to action," advises communication expert Dianna Booher. "Make it clear what you're expecting the recipient to do, and when you're expecting a response." Include a deadline if necessary, and be specific about the next steps.

What to avoid

• Using slang or informal language: Professional emails require a formal tone, so avoid using informal language, slang, or text-speak.

• Using all caps: Using all caps can come across as shouting and can be seen as rude or unprofessional.

• Using emoticons or emojis: Emoticons or emojis may be appropriate in casual communication, but they have no place in professional emails.

• Using humour or sarcasm: While you may intend to be humorous, humour and sarcasm can easily be misinterpreted in written communication, so it's best to avoid them altogether.

• Making spelling or grammatical errors: Spelling or grammatical errors can make you appear unprofessional and careless, so always proofread your emails before sending them.

• Using abbreviations or acronyms: Unless you are certain that the recipient understands the abbreviation or acronym you're using, it's best to spell out the word or phrase in full.

• Writing overly long or confusing emails: Keep your emails concise and to the point. Use clear, simple language, and structure your email so that it's easy to read and understand.

• Being impolite or rude: Always be polite and respectful in your emails, even if you're addressing a difficult or frustrating issue. Avoid using harsh or accusatory language and remember to thank the recipient for their time and assistance.

• Forgetting to include important information: Make sure you include all the relevant information in your email, including any attachments, links, or additional resources the recipient may need.

• Ignoring the recipient's tone or preferences: Pay attention to the recipient's tone and preferences. If they tend to write brief emails, don't send them a lengthy message. If they prefer a certain type of greeting or closing, try to accommodate their preferences.

• As with any skill, practice is key, so be sure to take advantage of any opportunities to write professional emails in your personal and professional life. With time and practice, you'll be able to write clear and effective emails that reflect your professionalism and expertise.

Practice Exercises

Write a professional email to your potential employer thanking them for the interview and expressing your continued interest in the position.

Write an email to a client, apologising for a mistake made on a project and providing a solution to rectify it.

Compose an email to a colleague requesting information needed for a project and asking for a meeting to discuss further.

Next Steps

Check out our affordable Advanced Employability Course to help you be ready for your next workplace.