Email Etiquette: How to Write a Professional Email (7 Tips)

May 19, 2020 - By Skirmantas Venckus

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Email still remains one of the most used mediums of communication all over the world.

In fact, last year, the number of email users stood at over 3 billion. However, that number is projected to rise to more than 4 billion users by the year 2023. Perhaps this stems from the fact that emails generally have an open rate of 82%, making it one of the most effective means of reaching anybody whether that’s professionally or otherwise.

Furthermore, businesses thrive on emails, particularly when it involves email marketing and ROI. This is because, for every $1 you spend on email marketing, you can expect to get back an average of $41. But etiquettes must be followed in to write a professional email. This article will show you how.  

1. Determine the Purpose of Your Email  

Personalized contents are great but even better than that is knowing why you’re sending an email. Sure, you’d want it to be read by the recipient. Yet, with a clear goal in mind, it makes it easier for the reader to know what you expect.

Include everything you imagine would support the aim of the mail. For instance, if you want the recipient to give you feedback on a certain product or service, it’s important to let the individual(s) understand why you’re sending the mail, the importance of their response.  

2. Consider Your Audience  

Who is your audience? Consider this part carefully because the tone of your email must match the audience you want to reach. For professional emails, you want to keep the email polished, strictly formal, and without any hint of colloquialism.

Remember, you’re not emailing a close friend or family. Even if you were, a professional email requires you stick to formal terms.

3. Apply the Appropriate Etiquette  

There are so many professional email etiquettes out there. One of the most important ones to remember is including a courteous greeting or the proper salutation. Also, it’s important to send professional emails at the appropriate time bar any emergency. For example, a good salutation to get things started is “Dear Mark.” You should only use “Hello Mark” and “Hi Mark” when you’re more familiar with the recipient(s).

Here’s extra tips:

  • Short, clear and specific subject line.
  • Avoid all CAPS and abbrev.
  • Use exclamation sparingly.
  • Think twice before “Reply All”.
  • Test the links used in content.

4. A Crisp Message  

Emails shouldn’t be as long as an acceptance speech by an actor who just won his first Oscar. As such, you’d best be brief and succinct. Let’s face it, a lot of people are probably too busy to go through a short story to decipher what you’re trying to say. This is why it’s very important to ensure key information isn’t lost in a pile of words. If that’s the case, your email would be challenging to read or act upon. Further, get rid of filler words and unnecessary information that can contradict the whole point of your message.


5. Be Polite 

With professional emails, you want to be polite. This is because the words you use may come back to haunt you. Also, in most cases, the emails are a reflection of your own professionalism, values, and what you and your organization stand for.

6. Close Well 

If you’ve come this far, you should conclude on a good note. Ending emails does seem simple, but some people often fail to get it right professionally. With a closing remark or phrase, it’s not time to get overly imaginative with words. In line with that, a simple, respectful, and efficient choice of words would do. For example, you could use words like ‘Sincerely’, ‘Yours truly’, ‘Best regards’, etc. The point is to use the one that won’t undo all your previous effort.  

7. Proofread Your Email  

You should proofread your emails. Not only is it a sign of professionalism, but it also shows you have the discipline and diligence to go through it before hitting the send button. In addition, it takes only a few minutes to check for speaking errors, incorrect use of grammar, and bad sentences. Also, you could have issues sending the wrong attachments, copying the wrong people, being off with your tone, and including information you otherwise wouldn’t. But going through the email at least once will help you spot such errors and fix them.  


This is a nice article to help you write a professional email without hitches. Emails are still very much useful, and with these points, your chances of getting an immediate response will increase dramatically. You’ll also put yourself and your organization in good light professionally.

Kathrin Garner is an enthusiastic journalist and writes article on social issues. As an activist, she takes part in FV KASA program, which is a discussion platform on the relevant cannabis topics. So, if you want to know the best how to detox your body and hair follicle detox in a short time, feel free to contact her. Also, she is a volunteer at Marijuana Detox.  She searches for current issues, and writes about it to a wide range of readers. 


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