How to Write a Professional Email (Examples)

There is a need for you to learn the difference between emailing your friend and trying to apply for a job. These two emails are different as the messages are conveyed differently. It might be easy for you to use slang, emoticons, and relaxed tones when it comes to a friend.

But, professional emails like the ones you send when applying for a job have a different set of rules. It would be best to learn how to write this email to avoid missing opportunities due to poor communications.

Professional emails are those emails that focus on formal and business-oriented messages.

They may include thank you emails, resignation emails, applying for a job email, survey emails, and many more.

Free Templates

Professional Follow-Up Email

Professional Email to a New Contact

Professional Email to a Group

Professional Referral Request Email

Professional Resignation Letter Email

Professional Email Format

Apart from emails you send when applying for a job, there are many other professional emails. They include emails sent when resigning, thank-you emails, requesting a recommendation letter, and even sending a cover letter to your prospective employer.

Let us focus on the format of a thank you email to ensure you grasp the basics of writing a professional email.

Subject line

This should convey your intended message. In the case of a thank-you email, your subject can be “Thank You.” 

Greetings/ salutations

No matter the length of your email, you must start with salutations. If you are on a first-name basis, use the person’s name. Otherwise, use their title.

For instance, “Hello Mercy or Hello/Dear Hiring Manager”

Here, it would help if you focused on your intention for writing the email. Try and be brief by going straight to the point. Lengthy emails tend to be repetitive and can put off the recipient. For a thank-you email, mention what you are grateful for and show your appreciation.

Closing 

In most professional emails, the closing is where you mention you complete and finalize your message. You can also mention your recap of your requests and the message you had relayed in your body.

Sign-off

For your sign-off, write your name, title, and any other relevant contact details. The sign-off depends on the type of professional email you are writing.

Crafting a Professional Email

As we have established earlier, professional emails are not your everyday basic emails that you might write to friends or family. Since professional emails are written for important and serious issues, you need to learn the basics of crafting one.

These common practices should be upheld if you desire to craft a proper professional email.

Establish and know your goals

It would be best if you first established what you want to communicate before you write your email. After you have the purpose of your email in mind, target to shape your message to relay your purpose.

Identify your audience

Know your audience before writing your email. The tone and language of your professional email depend on your email’s recipient. Also, no matter your audience, your email must remain brief.

Follow-up is a must

Professional emails are always targeting important and busy individuals. In case there is no reply within two to three days, it is wise for you to write a follow-up email.

Professional Email Template

Such a template is a structure that provides a format of how to write a professional email. Here is an example of a template that you can use to write a professional email.

Professional Email Samples

For you to better understand the format and how to write a professional email, here are some samples of professional emails and their examples. These will guide you as you attempt and successfully write several professional emails.

New contact email

Writing this email to a new person or stranger is an easy task. However, you have to shape your message in a way that your email gets a response. The new contact you are targeting is most likely receiving many emails. Your professional email must stand out to get a response.

Ensure you state your subject clearly and in an engaging manner. Write your salutations and start the first paragraph by focusing on them. Proceed to state your purpose and conclude with a recap of your message. Do not forget to write the sign-off.

Follow-up email

You write a follow-up email when your previous email did not get a response. This professional email should be polite and should not sound demanding.

Referral request email

Referral request emails are professional emails that you write to “ask for a favor.” You need to avoid being pushy or sound too much like you are begging. You need to maintain professionalism when writing this particular type of email.

Resignation email

You write this professional email when you want to formally quit or leave your job. It is a polite way to be appreciative of the job you had and to inform the company or institution of your departure.

However, it is not advisable to state the reason for your resignation

Important Considerations

Throughout the article, we have helped you learn much of the most important aspects of professional emails. Here are some of the professional tips you will need to write a professional email.

• Pick a font style that does not distract the recipient from the intended message. Do not use colored fonts, capital letters, or bold and italics. You need your message to be seen professionally so avoid unnecessary editing.
• Ensure your message is complete with a sign-off and the correct recipient’s details. It is necessary to confirm this so that you send your message to the correct person and also enable them to reach back to you.
• Check your email to avoid hanging messages before you send them. You might have written a complete email but accidentally deleted a part or failed to mention it. Go through your email to avoid and correct such mishaps.
• Spell check and grammar check your email before sending it. Ensure you do not send an email will mistakes. It will make you look unprofessional.

• Stay brief as you write your email. Go straight to the point. The professionals awaiting your email do not have time for lengthy emails and might ignore them. Hence, keep your email concise.
• Have a record of your email by sending it to yourself before sending it to the recipient. This way, when asked for proof of a sent email, you can comfortably retrieve it and use it.
• Ensure you file your copies to make it easier for you to access all your important past emails. Have your emails categorized and well-labeled. It will be useful when you need to make any references from your email.
• In a professional email, be sure to avoid emoticons. They will make you less professional and might also distract or offend the recipient.
• Ensure you are polite and graceful as you write your professional email. Apart from that, try and send your email at a proper time.

Frequently Asked Questions

Final Thoughts

Communication is an essential part of our daily lives. The digital era has made it more effective and convenient for us with tools like emails. Writing an email is cost-effective and fast for you. Ranging from formal to informal emails, you need to learn how to write a professional email.
You need to know how to write a professional email to write thank-you emails, resignation emails, or even apply for a job. Writing a professional email can be hectic. However, with the provided tips and practices of crafting a professional email, you have an easier way of writing a professional email.
Finally, download and try out the free professional email templates to make writing one even more comfortable. 

About This Article

Authored by:

Jill Newman

Business Writing | CPA (Certified Public Accountant), MA in English, BS in Business Administration/Accounting

Jill Newman is an expert in business writing with a wealth of experience in the field. As a Certified Public Accountant (CPA) in Ohio, she has accumulated over 20 years of accounting expertise. Throughout her career, Jill has worked in various capacities, including public accounting firms, nonprofits, and educational institutions. Alongside her accounting background, she has actively honed her communication skills through her academic pursuits, holding an MA in English. Jill has also gained valuable experience in writing through various writing jobs and teaching roles. Her diverse skill set and passion for effective business communication make her a trusted resource in the field.