How To Write A Professional Email At Work (with Examples) | 2022 (2023)

“Want to learn how to write a professional email?”

Whether you are starting a new job, introducing yourself to others, replying to a meeting request, or general communication with others at work, you’ll need to know how to write a professional email no matter your role or industry.

A well-composed formal email using outlook or company email can provide the recipient friendly, clear, and actionable message.

Learning how to write effective email communication in the workplace is an essential skill, especially if you are working remotely.

4 Formal Business Email Writing Exa...

How to Write a Professional Email at Work

Writing a professional formal email should be formatted like a business letter, with spaces between paragraphs, no typos, and grammatical errors. The formal email message should be kept brief and to the point.

Here are the 5 steps to writing a professional business email at work and off work.

How To Write A Professional Email At Work (with Examples) | 2022 (1)

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1. Start the email with a greeting

Always start your email with a greeting.

Even when your email is very short, you’ll still need to include a greeting.

Greetings at the start of your email show that you are respectful to your recipient. Showing respect can help you to build rapport with your recipient.

Having a professional greeting at the start of your email will often help in getting a more positive response.

How to greet someone in an email professionally?

When writing a formal email, you’ll need to greet your recipient professionally.

A professional way to start an email.

  • Hi [Name],
  • Dear [Name],
  • Hello [Name],
  • Hi Team,
  • Hi All, or Hi Everyone,

Unprofessional way to start an email.

  • [Misspelled Name],
  • Dear Sir or Madam,
  • To Whom It May Concern,
  • Hey [Name], or Hey There,
  • Hi [Nickname],
  • Happy Friday! or Welcome to Monday!

Starting your email with a professional greeting shows professionalism and respect to your recipient.

Addressing someone in an email

If you know the name of the person, include it in your greetings. Use the last name of the person when addressing the recipient unless the person says you can address them with their first name.

When you are writing formal emails you may want to address your recipient by both their title and name.

  • Mr. [Name]
  • Mrs. [Name]
  • Ms. [Name]
  • Dr. [Name]

Why is it important to address people by their names?

Using a person’s name when addressing your recipient is an effective way to break into a conversation. It is effective to let the person pay close attention to what you are saying.

Furthermore, addressing a person by their name is often associated with a sign of respect.

2. When replying to an email, thank the recipient

If you are replying to a client or a colleague, you should begin your email with a simple line of thanks.

Thanking your recipient will show that you are appreciative of their email.

Replying to a client or customer’s email

Client or a customer often ask questions through email and may require some clarification about your company, or products. You’ll need to thank them for first contacting you.

  • “Thank you for contacting [Company’s Name].”
  • “Thank you for your inquiry on [Product Name].”

Replying to a colleague’s email

During work, often you’ll need to send your coworkers email to ask about some information. When a colleague replies to your inquiry on one of your emails, you should thank them for their reply.

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  • “Thank you for your quick reply”
  • “Thanks for getting back to me.”
  • “Thanks for your assistance!”

Replying to a reminder email

Sometimes we have too much work on our hands and we may have a few items slip our minds. When your boss or colleagues sent you a reminder through email, you should thank them for always having your back.

  • “Thank you for your reminder”.
  • “Received with thanks, really appreciate your reminder”.

Replying to the feedback email

Feedbacks are important for you to grow and become better at what you do. Your boss or colleagues may send you feedback on your work. No matter the feedback, you should thank them for making the effort for letting you know.

  • “Thank you, I really appreciate your feedback.”
  • “Thank you, your feedback will really help me to improve on my work.”
  • “That’s great to hear, thanks for your feedback.”
  • “Thank you.”

Replying to an appreciation email

Being appreciated often make you feel good. When you did a great job, your boss, coworkers, or clients may send you an appreciation email. When you received an appreciation email, you should always thank them.

  • “Thank you, your kind words really make my day.”
  • “Thank you, I really appreciate you for taking the time to tell me that.”
  • “Thank you, I am happy to hear you feel that way!”
  • “I really put a lot of effort into this, thank you for noticing.”

3. When starting an email communication, say what is the purpose of writing this email

If you want to start an email communication you should start your email by stating your purpose for writing this email. Your purpose should be a one-sentence short summary of the content you will be talking about in the rest of the email.

Start your email with a short email introduction that is on point and less than 25 words.

Make your purpose clear and early in the email so that your recipient knows what they are going to read at your main email copy.

Pay attention to your grammar, spelling, and punctuation.

An error free email will help you to present a professional image of yourself and your company.

How to start your email stating your purpose.

State your purpose clearly and early in the email, and then move into the main copy of your email.

  • “I am writing to enquire about…”
  • “I am writing in regarding…”
  • “I’ll like to check with you on…”
  • “I’ll want to request…”
  • “The purpose of the email is to…”

4. Before ending your email, include your closing remarks

Before you send your email, you should always include a closing remark. Including a closing remark in your email shows that you are appreciative and tells the recipient about the expected next course of action.

Often, a well-written closing remark will increase the chances of your recipient replying to you.

Your recipient often received hundreds of emails a day. It takes effort and time for your recipient to read your email, and eventually reply to your email.

Having a closing remarks is simply being polite and likable, it’ll help you make your email looks more professional and positive.

Closing remarks serve 2 purposes.

  • Closing remarks allow you to thank your recipient one more time.
  • Closing remarks show that you are open to continuing the conversations and tell them how should they be contacting you.

Professional email closing remarks.

  • “Thank you for your time in reading this.”
  • “Thanks in advance.”
  • “Thank you for your consideration.”
  • “If you have any questions, please feel free to drop me an email message.”
  • “If you have any other questions, you can call me by [Phone Number].”
  • “If you have any questions, don’t hesitate to let me know.”
  • “I hope to hear from you soon.”

5. End the email with a professional closing

Closing of an email is where you’ll identify yourself with an appropriate closing with your name. When sending a professional email, it is often recommended to set a fixed formal e-signature in every email.

A professional e-signature should have all the information required to identify yourself.

  • Closing salutations
  • Your name
  • Your job title
  • Your contact number (when applicable)
  • Your company name
  • Your company logo (when applicable)

Professional closing salutations of a formal email

  • “Best Regards”
  • “Sincerely”
  • “Thank you”
  • “Kind regards”
  • “With gratitude”

Non-professional closing salutations of an email

  • “Bye”
  • “Ciao”
  • “Hugs”
  • “Hi-Five”
  • “Till next time”

Closing of an email should always be professional.

When you are at work, you should not use any non-professional closing salutations when ending an email.

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Professional Email Writing With Examples

Emails are the most common form of written communication in the workplace. A well-written professional email provides the information required to perform work effectively and helps to build relationships between individuals.

A professional email should be short and straight to the point.

  1. Start the email with a greeting.
  2. When replying to an email, thank the recipient.
  3. When starting an email communication, say what is the purpose of writing this email.
  4. Before sending your email, include your closing remarks.
  5. End the email with a professional closing.

Below is some common recipient when sending a formal email at work.

  • Colleagues
  • Customers or clients
  • New Contact

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Writing a professional email to colleagues

Communication at work often requires us to send emails to our colleagues. When you are sending an email internally to coworkers, the email can be less formal and may not require including your company name and logo.

Writing a professional email to colleagues (Template)

Subject: [Topic you want to discuss]

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Hi [Colleague’s Name],

Good day!

I just want to email you today regarding [Purpose of your email].

I will like to [Your request or the details you want to discuss].

Do let me know your thoughts.

Thanks!

Sincerely,

[Your Name]

[Your Job Title]

[Your Contact Number]

Writing professional follow-up emails to colleagues (Template)

Subject: [RE: Reply with same subject title]

Hi [Colleague’s Name],

Hope you are doing great!

I will just like to follow up on the request sent on [Request Date, or Email Date], regarding [The Topic].

Just let me know if the proposed solution works for you.

Thanks in advance.

Regards,

[Your Name]

[Your Job Title]

[Your Contact Number]

Writing professional emails to customers and clients

When you are writing an email to a customer or client, it is important to include your company’s name and logo.

As you are emailing to an external party, they may not know who you are, thus letting them know which company you are representing is of utmost importance.

Writing professional emails to customers (Template)

Subject: Information on [business, product, or service name]

Dear [Customer’s Name],

Hope this email finds you well.

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I am pleased to share the following information on [business, product, or service name].

[Provide a list of key information that your client might be interested in.]

I am also glad to let you know that [business, product, or service name] has helped our other clients.

[Provide a list of benefits that how your business, product, or service name has made their life better.]

  • [Benefit 1]
  • [Benefit 2]
  • [Benefit 3]

If you are interested, you can find more information here.

[Provide links to websites or resources for further information, or brochures where your client and customers can read more about it if they are interested.]

Please let me know if you are interested and we can set up some time to discuss this further.

Thanks and looking forward to hearing from you soon.

Regards,

[Your Name]

[Your Job Title]

[Your Contact Number]

[Your Company Name]

[Your Company Logo]

Writing a professional email response to customers and clients (Template)

Subject: [RE: Reply with same subject title or Answer topic as requested]

Dear [Customer’s Name],

Thanks for your questions about [topic], I am happy to answer your inquiry.

[Repeat client’s question in point form]

  • [Client’s question 1]
  • [Client’s question 2]
  • [Client’s question 3]
  • [etc.]

[Answer each question accordingly. Provide links to websites or folders as and when it makes sense to help your client answer their questions.]

Please let me know if you have further questions.

Thank you.

Sincerely,

[Your Name]

[Your Job Title]

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[Your Contact Number]

[Your Company Name]

[Your Company Logo]

Writing a professional email to a new contact or unknown recipient

When you are writing to someone you don’t know, your introduction at the start of your email is of utmost importance.

Writing a professional email to new contact (Template)

Subject: [Topic you want to discuss]

Dear [Contact’s Name] or Hi,

Hope this email finds you well.

I am reaching out today because I am seeking a skilled Software Designer contractor to help create a new communication app for [Your company name].

You will require skills in [Skills requirements].

The project begins from [Project start date], and it will take a roughly [Project timeline] to complete. All work can be performed remotely, and you are welcome to use our workspace if required.

Do let me know if you are interested, and we can set up some time to talk about the details.

We look forward to hearing from you.

Thank you.

Sincerely,

[Your Name]

[Your Job Title]

[Your Contact Number]

[Your Company Name]

[Your Company Logo]

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  • How to Write a Professional Email At Work (with Examples)

FAQs

How do you write a professional email and answer? ›

Here are some tips and tricks for writing a successful and meaningful professional email:
  1. Start with a meaningful subject line. ...
  2. Address them appropriately. ...
  3. Keep the email concise and to the point. ...
  4. Make it easy to read. ...
  5. Do not use slang. ...
  6. Be kind and thankful. ...
  7. Be charismatic. ...
  8. Bring up points in your previous conversation.

What is an example of a professional email? ›

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs. At [company name], there are a number of services we can offer, such as [short list of services].

How do I write a good professional email? ›

9 tips to improve your email writing skills
  1. Be precise. When communicating through email, always be specific with what you're talking about. ...
  2. Optimize your subject line. ...
  3. Be formal when appropriate. ...
  4. Get help if you need it. ...
  5. Be consistent. ...
  6. Manners cost nothing. ...
  7. Find your voice.
20 Jun 2017

How do you start a professional email sample? ›

Every formal email should consist of: Subject line. A salutation or greeting.
...
2. Formal email opening lines
  1. I am writing to request some information from your company.
  2. I am contacting you to invite you to my event.
  3. I appreciate your interest in our company. I am attaching the information requested.
6 Sept 2022

Which are the 4 important parts of a professional email? ›

The 4 Essential Parts of an Email
  • The subject line. Arguably the most important component of the email, the subject line is the deciding factor in whether your message is read or deleted. ...
  • The salutation. The start of the email sets the tone for the main body. ...
  • The bit in the middle. ...
  • The ending.
10 Feb 2013

What are the 3 parts to writing a professional email? ›

Are you looking for the secret of how to write a professional email that is sure to impress not only your bosses' but other colleagues when they read it check out the three parts of email that are crucial when it comes to writing. They are the subject, body, and finally the signature.

What are the 5 parts of a professional email? ›

You can make it easier on your recipients by making sure your business emails include these five essential elements.
  • A Concise, Direct Subject Line. ...
  • A Proper Greeting. ...
  • Proper Grammar, Correct Spelling. ...
  • Only Essential Information. ...
  • A Clear Closing.

How not to write an email explain with 5 examples? ›

Top 5 Things NOT To Do When Writing a Professional Email
  • Don't write like the reader is your best friend. ...
  • Don't assume the reader knows who you are and why you are emailing. ...
  • Don't use informal language and emoticons. ...
  • Don't ramble on and on and on. ...
  • Don't forget to proof read for spelling and grammar mistakes.
7 Nov 2016

What are the 8 steps to writing a professional email? ›

Here are a few tips that can help you write an effective, professional email:
  1. Set a clear goal. ...
  2. Write a meaningful subject line. ...
  3. Use the appropriate email opening. ...
  4. List your main points. ...
  5. Write to your audience. ...
  6. Include a call to action. ...
  7. Write a friendly sign-off or closing. ...
  8. Include images if necessary.
14 Apr 2020

How do I create a clear and professional email? ›

  1. Know Your Purpose. Clear emails always have a clear purpose. ...
  2. Use the "One Thing" Rule. Emails are not the same as business meetings. ...
  3. Practice Empathy. ...
  4. Keep Introductions Brief. ...
  5. Limit Yourself to Five Sentences. ...
  6. Stick to a Standard Structure. ...
  7. Use Short Words, Sentences, and Paragraphs. ...
  8. Use the Active Voice.
22 Oct 2020

What is a good sentence to start an email? ›

"Hello, my name is [name] and I am writing to you about [matter]." "I would like to introduce myself." "I got your email from [name]." "My name is [name] and I am reaching out about [matter]."

What are some good email starters? ›

8 best ways to start emails
  • Hi [Name], Starting an email with “Hi [Name],” is best for most circumstances, other than very formal situations. ...
  • Hello [Name], ...
  • Dear [Name], ...
  • Good morning / afternoon / evening, ...
  • Greetings, ...
  • Hi there, ...
  • To [Name], ...
  • To Whom It May Concern,

What is an email with example? ›

The definition of an e-mail is a message sent from one computer to another over the Internet, using a set webmail server address. An example of an e-mail is a happy birthday message a person sends from their Yahoo account to their mom at her Gmail account.

What are 3 things to remember when writing an email? ›

Writing a Professional and Effective Email: 6 Things to Remember
  • Clear, Concise Subject Line.
  • A Proper Greeting, Why It's Important.
  • The Body Text: Only the Essentials.
  • Avoid the Reply All Button.
  • Close with a Clear Statement of Action.
  • Signature.
19 Sept 2018

What is the 3 emails rule? ›

Here is how the “3 email rule” works: * You send me an email asking for help or clarification or advice * I respond via email with my thoughts, comments, questions, etc. * You send another email back with additional questions, or the need for clarification. (3 emails have been sent - hence the name of the rule.)

How do I write a smart email? ›

Tips for Writing Smart, Professional Emails
  1. Tip #1: Think before you write. ...
  2. Tip #2: Remember the human factor. ...
  3. Tip #3: Be mindful of tone. ...
  4. Tip #4: Choose your recipients wisely. ...
  5. Tip #5: Write the body of the message first. ...
  6. Tip #6: Be courteous. ...
  7. Tip #7: Proofread your message.
6 May 2020

What makes an email professional '? ›

In a professional email, simple is best. Use an easy-to-read font and font size, and stick to it throughout the email copy. Your recipient will be more likely to focus on what's important when you aren't distracting them with fonts, colors, and formatting.

How do I write a formal email in English? ›

5 Quick Tips for Writing Professional Emails in English
  1. Understand your purpose and state it clearly. A professional email should be concise and to the point. ...
  2. Open with a polite salutation. ...
  3. Break up your paragraphs. ...
  4. Write a clear email subject line. ...
  5. Don't forget your sign-off.
3 Jan 2022

What are the 6 steps to a professional email? ›

Six steps for writing professional emails. Best practices: Identify your goal, consider your audience, keep it concise, proofread your email, use proper etiquette and remember to follow up.

What is the biggest mistake in email writing? ›

What are some common email mistakes?
  • Not using a greeting or closing.
  • Being too formal or informal.
  • Not adding the subject or adding a bad subject.
  • Sending your message to everyone on your email list.
  • Making spelling or grammatical errors.
16 Sept 2020

What are 3 things you should never do when writing a professional email? ›

6 mistakes you should never make in a work email
  1. Don't hit 'send' when you're emotional. You may feel sorely tempted, at times of peak frustration, to fire off something quick and furious. ...
  2. Don't ramble. ...
  3. Don't conduct personal business. ...
  4. Don't gossip. ...
  5. Don't joke. ...
  6. Don't criticize.
1 Dec 2016

What is the golden rule for good email? ›

Address your recipient accordingly.

Double, triple check that you have the correct spelling of the recipient's name and their corresponding title. Making name and title mistakes are easy to do, but may offend your recipient and make them disinterested in what you have to say.

How do you write a email like a boss? ›

10 Tips to Email Like a Boss
  1. Use a Professional Email Address. ...
  2. Include a Personalized Email Signature. ...
  3. Use a Specific Subject Line. ...
  4. Cite Points and Respond Directly. ...
  5. Eliminate Weak Language. ...
  6. Use a Confident and Assertive Voice. ...
  7. Don't Overdo the Exclamation Points. ...
  8. Don't Send Too Many Emails.

How do you communicate professionally by email? ›

Writing Effective Emails
  1. Don't overcommunicate by email.
  2. Make good use of subject lines.
  3. Keep messages clear and brief.
  4. Be polite.
  5. Check your tone.
  6. Proofread.

What should the last sentence of an email be? ›

With a professional email, you should stick with a formal closing phrase such as “kind regards” but with a friend, you can skip the closing or use a term such as “sincerely” or “love” before your signature.

What is an example of a formal greeting? ›

The most respectful greetings are formal ones like "hello," or time-related greetings like "good morning" or "good evening." To make it even more respectful, add the listener's formal title afterwards, like "hello, Mr. or Mrs. ______," or even "hello, sir or ma'am."

What is the format of email writing? ›

With the basic structure of an email being the greeting, body, closing, email signature, and banner, the format can slightly change depending on the recipient. For example, the email writing format for students to professors may vary from the format for a CEO writing to his or her entire company.

How do you answer a reply in an email? ›

7 alternatives to “I look forward to hearing from you”
  1. 1 Use a call-to-action. ...
  2. 2 I'm eager to receive your feedback. ...
  3. 3 I appreciate your quick response. ...
  4. 4 Always happy to hear from you. ...
  5. 5 Keep me informed . . . ...
  6. 6 I await your immediate response. ...
  7. 7 Write soon!
3 Sept 2021

How do you answer an email? ›

Respond to email

Select Reply, Reply All, or Forward and type your message like usual. Select the Like button instead of writing a response. Use a Suggested reply to save time and quickly respond.

How do you respond to a reply email? ›

Thank You For Your Prompt Response Notes
  1. Thank you for responding so quickly. ...
  2. Thank you for your prompt response. ...
  3. Thank you for getting back to me so fast. ...
  4. I appreciate your swift reply. ...
  5. We appreciate your prompt response. ...
  6. Thanks for getting back to us so soon. ...
  7. Thank you for providing that information quickly.

How do you respond to I will let you know professionally? ›

You reply on letterhead stationery: Thank you for reaching out to our company, I will take care of this myself and determine if we are in a position to offer a proposal. I can call or email you on Friday to let you know if we can accommodate you and, if so, discuss particulars then.

How do you say noted professionally? ›

Duly noted” is a great phrase for official meeting minutes and memorandums, but in emails or chats, there are other ways to say the same thing. Even adding the phrase to a complete sentence and saying thanks will eliminate some of the rudeness: “Your concerns are duly noted. Thanks!”

What to do if you don't know what to reply? ›

Take time to respond, understand the reason for the question to be put across to you, do a little research on the topic and if you still do not know what to reply, be honest and respond with the truth that you do not know. Don't keep the burden of response on your head and be stressed about it.

What are professional response emails? ›

A response email is simply an email to reply to another email. In business, this is the type of email you will have to write every day. This could be a meeting confirmation email, approving an application email, inquiry response email, declining an invitation or contract email, acknowledgment email, etc.

What is email answer very short? ›

Email (electronic mail) is the exchange of computer-stored messages from one user to one or more recipients via the internet. Emails are a fast, inexpensive and accessible way to communicate for business or personal use.

How do you answer when can you start email? ›

Sample Answers:

I am available to start whenever you need me to start, including tomorrow. I need (or would greatly appreciate) a few days (or a week or two) to clear the decks before I start, but I can be flexible if you need me before then.

How do you start an email? ›

6 strong ways to start an email
  1. 1 Dear [Name] This email greeting is an appropriate salutation for formal email correspondence. ...
  2. 2 Hi or Hello. As far as email greetings go, an informal “Hi” followed by a comma is perfectly acceptable in most work-related messages. ...
  3. 3 Hi everyone, Hi team, or Hi [department name] team.
2 Jun 2022

How do you reply thank you email professionally examples? ›

How to say "you're welcome" professionally in an email
  1. I appreciate your message.
  2. Your message means a lot to me.
  3. Thanks for the kind words.
  4. Glad I could help.
  5. It's great to know I've made a difference.
  6. It's my pleasure!
  7. No need to say thanks; it's what I do.
28 Oct 2022

How do you say done in a formal email? ›

English at work: 6 different ways to say “the work is done”
  1. It's all done!
  2. It's a wrap.
  3. That's that!
  4. Mission accomplished!
  5. It's done and dusted.
  6. Finished / completed.
11 Jan 2021

What are the 7 C's of email writing? ›

Clear, concise, concrete, correct, coherent, complete and courteous: seven adjectives you need to keep in mind if you want your cold email to work. If you're not familiar with them, the popular 7 C's of effective communication provide a step-by-step program for creating the perfect communication.

What are the 7 tips to writing effective and professional emails? ›

Heh.).
  • Read the Email Charter. ...
  • Write succinct and clear subject lines. ...
  • Get to the point quickly. ...
  • Write with a respectful tone. ...
  • Send reminders. ...
  • Be careful of CC, BCC, and Reply All. ...
  • Start new subject lines when email threads go too long.
20 Sept 2013

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