10 Tips for Writing a Professional Email


Electronic mail or email made it easy to communicate about business within the organization. Emailing is a vital activity of the professionals to express, inform, and influence a person or a group of people. 

That is the reason why there should be a proper way of making your email look strong and professional. Take a look at the below tips in making your email readable and professionally convincing:

  1.   Avoid Jargon. Make sure that your words are easily understood by your readers.
Jargons and industry languages are good only for those who are familiar with it. However; when sending a general message to colleagues or clients, leave no room for jargons as they hinder the understandability of your message.

  2.   Be direct to the point. Directness is the key to effectively convey your ideas or messages to another person. Do not beat around the bush, use simple sentences instead. Remember, one sentence, one idea. Professionals are busy people and they don’t have time to read your long explanation in one email.

  3.   Use simple Language. Emailing is not the time to showcase the high-sounding words you know or those figurative sentences you have been using in normal conversation. Use simple language or words that are easy to understand. Always remember your purpose in sending an email. Do you need your receiver to have a full understanding of what you are trying to say? So, start using simple words because it does not make you look like a less educated person. There are situations where you could put your knowledge on it, but not in a professional email. You write to express, not to impress.

  4.   Use short and catchy subject. The use of short subject line is essential if you don’t want to have your email get into people’s junk emails. A short subject line makes it easier to read and easier to understand. Add a little touch of a catchy phrase to make sure that your email is read. This is important among sales professionals who would like to assert a certain proposal. Let us not forget that sometimes, professionals are caught up with their busy tasks and that they ignore emails. Having a catchy and interesting subject line, which is related to your content, make them itch to open your message.

  5.   Avoid using different font styles and sizes. Having said that, I mean consistency with the kind of word style you will use in writing your email. It does not look good when some of your words appear bigger than the rest and not pleasing to the eyes either. Be consistent. Use only one size and style all throughout. Internet and devices, or whatever they call it could detect malware or virus templates such as the ones you write with different styles, sizes, and colors and could end up in the trash.

  6.   Use professional tone. In writing, readers could hear your voice and that means we have to sound professional in whatever purpose you're sending an email for. It is by the choice of words that you may sound polite. Add to the list the use of magic words whenever necessary. It is advisable not to write or reply when you are emotional because a person tends to be outrageous and has a high tendency to write profane words. Avoid that once and for all because your words reflect how professional you are. By the end of the day, you have the reputation to keep. In some cases such as writing complaint letters, be firm but still choose to be professional and it does not hurt to be nice.

  7.   Personalize your email. This is very easy to do. Own your email and do not copy-paste it from the internet or from the template. It means creating it with your own words and addressing your recipient by their first name. However; be very careful in addressing them by their first name because some professionals would like to be addressed as Dr., Professor, Mrs., Mr., etc. It is always best to ask them first. Personalizing your email has the power to influence the mind of your reader because they know it is a human being who writes them an email and not an electronic device that uses templates and auto-response email.

  8.   Use bullet points. One way to organize your thoughts in a trail or email is by using bullet points. They are very helpful especially if you wanted to highlight important points or considerations. Other than that, it will make your email less compact and it contributes to the readability of your message. Your reader would appreciate it especially if you are pointing out important information in a form of bullets as it is easy for them to see it immediately.

  9.   Avoid emoticons. Professionally written documents and emails do not have emoticons. Simply because your words serve as an emotion to your content and that there is no need for you to add these hilarious emoticons in your email. They just aren't professional to look at and they do not reflect much of a need and purpose for your documents. Don’t be too emotional!

  10. Check your grammar before sending. Well, I must say that I sometimes am guilty about this. It really pays off if you review your email before sending because it will give you the chance to correct your grammar, spelling, punctuations, etc. English-wise, it is very important for you to have an errorless email as it mirrors your professionalism as an employee.

Email indeed becomes a big part of our professional life. They make us a better employee, better boss, or a better customer. Sometimes, the success and answers that we need to get from the people we want to deal business with, rely on how well we understand and how well we compose a message. The above things are the simple things to follow in creating an email for whatever purpose you may have.