Knowing how to write a professional email in English decides whether a client replies or moves on. This guide covers the openings, tone, structure and sign-offs that make one read naturally.

Are you considering reaching out to a potential client? Or are you possibly preparing to send in a job application? Whatever your goals are, learning how to write an email appropriately in English is a must.

Professional emails provide the first glimpse into the kind of professional you are because, let’s face it, everything is virtual these days. Emails also establish the foundation for either a solid (or not so solid) business or personal relationship.

This article will outline important steps for writing a top-notch email with some bonus tips that we think you should know.

The ABCs of Formal Email Writing

A. Provide a Clear Subject Line

Imagine yourself sitting at your computer checking your emails. Which emails do you automatically delete, and which ones do you actually open and read?

Keep this in mind when writing an email subject line.

Try something like:

Meeting on [day/month/(year)]
[Your name] Letter of Recommendation
Cooperation [what you do]
Project [some details about project]
Application for [job title]

Try to avoid:

URGENT!!!
speling errorss
Hi, it’s _____!
Long sentences that go way longer than what a person can read in the subject line.

B. Greet the Email Receiver

Email greetings can cause quite a bit of confusion and frustration in this technological age. In general, electronic communication has become increasingly less formal. Companies use messaging apps, like WhatsApp, Telegram, and WeChat, to hire new employees and communicate within their teams.

But do you know what the key to successful email writing is?

Know your audience.

Does your contact person prefer informal or formal communication? When in doubt, formal is better.

Try something like (listed from very formal to less formal):

Dear Mrs./Miss [Last name], (Use Ms. if you’re unsure of their marital status)
Dear Mr. [Last name],
Dear [First name, Last name], (This is great if you’re unsure about the gender of the email receiver.)
Dear [First name],
Good morning/Good day [First name],
Hello/Hi [First name],

Try to avoid:

Hi dear, (It may sound like a good idea to mix hi and dear, but it just sounds unprofessional.)
To whom it may concern: (This is just old fashioned and sounds impersonal. Do a little research to see who you are addressing.)
Hey, (Do people even like receiving this in their personal emails or messages?)
Spelling the email receiver’s name wrong (This unfortunately happens frequently, especially when working with people across the globe. Double check or copy and paste.)

C. Express Your Gratitude

Just like in real life, people like to be complimented and thanked. This is easy to do if you already know the email receiver. However, what do you do if you’re sending an initial email?

Try using one of these or a similar phrase:

Thank you for taking the time to read this email.

I understand that you [something they do that you find impressive] … I admire your work.

I follow your [social media/newsletter/etc.] and noticed that you recently… Congratulations!

Most importantly, your email needs to sound sincere. If you don’t know the person very well, it’s okay to skip this part.

D. Explain Your Purpose

State the purpose of your email without sounding demanding. If it’s a potential business cooperation, let the email receiver know what you can do for them. If it’s a potential employer, let them know you are enthusiastic about working with them.

E. Sign Off Professionally

Your sign-off is the last impression you leave. Keep it short and professional.

Try something like:

Sincerely, (This is a tad old fashioned and stiff, but it will work. Plus, it sounds professional.)
All the best,
Warm wishes,
Best regards,
Best wishes,
Thank you and [one of the above],

Try to avoid:

Yours truly, (This is something that might go at the end of a love letter.)
TTYL
Bye/Goodbye,

F. Proofread, Proofread, Proofread

Remember, this is your chance to make an impression if you are reaching out to someone for the first time. Take the time to catch simple spelling errors, missing commas or missing words.

For non-native English speakers: Ask a native speaker proofread for you.

If that’s not an option for you, try copying and pasting your text into a Word document and run spellcheck. Otherwise, you can try free online sites, like Grammarly, GrammarCheck, and Ginger also offer grammar and spelling check options.

In other words, there really shouldn’t be an excuse for a poorly written email.

Extra Tips:

Avoid using emojis or smiley faces – Nothing says unprofessional more quickly than using emojis or stickers ☹

Keep the email concise and segment it into clear paragraphs – People only have so much time in their day. People also generally dislike checking their emails. Make your email receiver’s job easier by separating your text into several distinct paragraphs.

Choose a professional font – Don’t use a fancy font that is hard to read. Stick with a standard font, such as Times New Roman, Cambria, or Calibri.

Add an email signature but do it right – After your sign-off include your title and contact information (and possibly a photo). However, choose a signature that will maintain its formatting, no matter who receives the email. Send yourself test emails to make sure.

Sent from iPhone – Take the time to change this in your default settings and you’ll easily appear more professional and more technologically savvy.

Well, that’s it – the ABCs of writing a professional email.

We wish you great success in your email writing endeavors and invite you to share with us your own tips and tricks. We look forward to hearing from you.

Yours truly ?,

YTranslations

Sent from iPhone

What native readers notice in an English email

Most non-native business English is grammatically fine and tonally slightly off. The usual tells are an opening that is too formal, a request phrased as a demand because the softening words were dropped, and a sign-off borrowed from a different register.

The fix is rarely more vocabulary. It is shorter sentences, one request per email, and a closing line that makes the next step obvious. That alone lifts a professional email in English from correct to natural.

If a document rather than an email needs that polish, our proofreading and editing service does exactly this kind of work.