Email is one of the key communication mediums used in the digital world. According to a report, people send around 361 billion emails on a daily basis. This number is expected to grow in the coming year; some are seeing it hitting 408 billion figure in 2027. 

So, knowing how to craft a professional email is essential for any career. No one pays heed to an email written poorly or one that doesn’t effectively convey the message. You need to be clear and concise, ensuring your message delivers the intended meaning. 

In this blog post, we’ll provide you with some useful tips that may be of help to you in writing polished and professional emails. Paying attention to them can do wonders for you, making sure your emails make a strong and positive impression. 

Use a Clear and Eye-Catching Subject Line

It all starts with a subject line. Although it’s merely a line comprising a few words, it sets the tone of your email, giving recipients a quick overview of what they are going to read in the mail. You need to write it in a way that encourages recipients to open your email. It serves like a cab that takes your guests to your house. 

• Try to make it shorter; 1-4 words work best. Make sure it doesn’t exceed 9 words.
• Avoid vague wording that might confuse the recipients.
• Use punctuation marks sparingly. Having too many can make your email look spammy.

Examples

If you are sharing your feedback on a social media marketing report, you may go with a subject like ‘’My Thoughts on Social Media Marketing Report’’.

‘’Available to Hang Out Next Sunday’’ could work well for an email you received from your pals/colleagues suggesting a meetup.

‘’Invoice for Writing Tasks Completed So Far’’ is good to go for an email you’re sending to request the ‘’release of funds’’ for the work done.

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Use a Professional Greeting

Greet the recipient in an appropriate way using the right wording. The way you hail the recipient decides the tone for the rest of an email. It’s based on the kind of relationship you have with the recipient. You should greet them in a way that looks respectful and polite. Staring with a too-causal greeting like ‘’Hey’’, or ‘’Heya’’ or going without any greeting isn’t recommended. 

• If you are quite familiar with the recipient, you can greet them with ‘’Hi (Name)’’, or ‘’Hello (Name)’’.
• For professional individuals, you can start with ‘’Dear (Name)’’.
• When you aren’t aware of the recipient’s name, ‘’Dear Madam/Sir’’ can work well.

Examples

For one of your best friends, ‘’Hi Maddy’’

For a new client that showed interest in your products/services, ‘’Dear Mr. Roy’’

Craft a Concise and Engaging Email Body

This is important. There’s no need to fill email body content with unnecessary wording or information. Nowadays, everyone is busy. Email body written concisely is more likely to grab the recipient’s attention, encouraging them to take the desired action. 

• Avoid complex wording because it does more harm than good.
• If you need to cover multiple points, break the content into multiple parts with appropriate subheadings. It will make your email content easy to scan.
• Give proper breaks between paragraphs which shouldn’t exceed 2-3 lines
• Use bullets when explaining the steps or items.

Also, pay attention to the tone; it should be appealing, and there’s no place for dull wording. We know that keeping your content engaging and concise can be challenging at times. Getting assistance from tools like Summarizer’s AI Email Generator tool can help make the task easier and quicker. 

Example

Instead of writing:

‘’I am writing this to discuss the launching of the product. I also want to remind you of the upcoming meeting scheduled for the next Tuesday. Let me know if you’re available to discuss things in a detailed way.’’

Try to write something like this:

I am approaching you mainly for the following reasons:

• To discuss the launching of the product
• To remind you of the upcoming meeting due next Tuesday
• To inquire about your availability for a meetup

As you can observe, the above text is easy to read and conveys the message concisely without any ambiguity. The recipient will get the idea instantly.

Incorporate a Clear Call-to-Action

After you are done with the email body, be sure to add an appropriate call to action to inspire recipients to take desired actions. It’s about specifying exactly what you want from the recipient. 

Whether you’re offering feedback or requesting a meeting, you should make it clear to the recipients. 

• Make sure the Call to Action is polite and easy to understand
• If necessary, clearly specify the timeframe or deadline for the action.
• Ensure the request doesn’t have any vague/double meaning

Examples

‘’Could you please analyze the attached report and share your findings by Wednesday?’’

‘’Please acknowledge receipt of this mail by the end of this working day.’’

‘’Let me when it’s feasible for you to have a conversation on a phone call to discuss the problem further.’’

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Pay Attention to the Closing

The closing of your email is equally important. So, sign off professionally, leaving a positive impression on recipients. The way you will need to close depends on the recipient you’re writing to. Whatever you write, make sure your recipient won’t find it inappropriate. 

• Always incorporate your identity info such as your full name, designation, and contact details.
• For informal emails to friends or colleagues, you could go with ‘’Best,’’ or ‘’Thanks.’’
• For emails requiring a professional tone, closings like ‘’Sincerely,’’ ‘’Kind Regard,’’ or ‘’Best Regards,’’ are appropriate choices.

Examples

• For emails to clients:

‘’Sincerely,

Maddy John

Digital Marketer

Madionic Corporation
555-113-4567
’’

• For pals and mates:

‘’Thanks,
David’’

• For colleagues:

‘’Kinds Regards,

Akhtar Brown

Senior Developer

J Dot Software

akhtarbrow@xyz.com

’’

Give it a Final Look Before Hitting the ‘’Send’’ Button

Last but not the least. Ignoring this step may ruin all your efforts because sometimes minor errors can alter the context and meaning. So, be sure to proofread your email to look for potential grammar and writing errors. The following points may be helpful:

• Read the final email draft aloud to spot and fix weird-sounding phrases or words.
• Verify if the recipient’s name and address are valid.
• Make sure attachments are attached if they are mentioned in the body.

Example Emails

Email to a Client Requesting Feedback

Subject: Request for Feedback on Recent SEO Campaign

Email Body:

Dear Mr. Lopez,

I hope this email finds you well. I wanted to follow up with you regarding the SEO campaign we implemented last month for your website.

Could you please take some time to review the campaign report attached to this email? Your feedback is crucial for us to ensure that our efforts are aligned with your business goals.

Please share your thoughts by the end of this week, so we can discuss any necessary adjustments during our scheduled meeting next Monday.

Looking forward to hearing from you.

Best Regards,
Sarah Mitchell
Senior SEO Specialist
Growth Marketing Inc.
sarah.mitchell@growthmarketing.com
555-987-6543

Email to a Colleague About a Project Update

Subject: Update on Website Redesign Project

Email Body:

Hi Akhtar,

I wanted to give you a quick update on the website redesign project. The design team has completed the initial mockups, and I’ve attached them for your review.

Here’s what I’d like to cover in our meeting tomorrow:

• Feedback on the design elements
• Timeline for the next development phase
• Budget allocation for additional resources

Let me know if you’d like to add anything else to the agenda. Looking forward to your thoughts on the design.

Best,
Jake Williams
Project Manager
Creative Solutions Co.
jake.williams@creativesolutions.com
555-123-7890

Final Words

Writing professional and flawless emails is important, as they reflect your communication skills and professionalism. A poorly crafted email won’t do anything but waste your time and effort. We have shared some useful tips that you can implement to refine your email writing skills. It involves picking compelling subject lines, choosing the right greeting, keeping the body concise and engaging, including CTAs, and proofreading the final draft.