Back to Basics: How to Write a Professional Email

Asian American Man working on a professional email in his office with a brick wall and a bookshelf behind his desk.

Back to Basics: How to Write a Professional Email


With so much communication being done over email and chat, it is imperative to use these tools to communicate clearly and effectively. Whether you are job seeking, in the position of your dreams, or running a successful business you should know how to pen the perfect professional email. We’re sharing four details below that make up a professional email.


Spell check, then check again.

The worst thing is sending off a professional email to a potential employer, a client or your new boss that is riddled with spelling errors. Especially now that we have tools and spell check in all of our email platforms. Make sure that your spellcheck is turned on- many platforms have an option to check all spelling before the email can be sent, so you can ensure an error free correspondence. Moreover, re-read your email to catch small errors such as mixed-up words or incorrect grammar before sending.

Utilize your subject line.

Although the subject line is separate from the body of your email- it’s still equally important. Think of the subject line as your call-to-action. If you are reaching out to someone you don’t know, such as in sales or when you are job hunting, your subject line may act as your elevator pitch. If it’s not convincing someone to open your email, it may end up in the trash. There are tools such as a subject line grader that can help assess the effectiveness of your subject line. Additionally, asking a question in your subject line or telling your audience why they need to read the rest of your email can be great tools for your subject line. Try to stay away from too much emotion in your subject line- keep the emojis and exclamation points at bay.

Salutations and best wishes.

There are thousands of ways to sign-off an email. Again, remember your audience when you add a salutation. Saying “thank you” or “best wishes” are common blanket sign-offs. But if you want to personalize it even more, check out this article for additional ideas.

Don’t forget your signature.

Your signature is different from the sign-off (see above). In your signature, you’ll want to include your name, title, email address and phone number. Additionally, if you are representing a brand or company, include links to their website as well as social media handles. Your signature acts as a reference for people to learn more about you and who you represent (if applicable).



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