Clear, professional email communication is essential in business to make sure your messages are clear and effective. This guide will help your team learn how to write an email that makes a strong impact, from crafting an effective subject line to using the correct email format and signing off properly.
Understanding different types of business emails
In the workplace, there are different types of emails, from informal internal messages to colleagues to more formal ones for clients. It’s important to know which style to use for each occasion. Internal emails can often be more relaxed, but professional emails should always have a formal tone, clear structure, and proper email format. In this guide, we’ll focus on how to write a professional email.
Tips for writing a professional business email
Let’s break down how to write a professional email into key steps.
How to write a good subject line
The subject line is the first thing your recipient sees, so it needs to be clear and to the point. A strong subject line should give a quick idea of the email content and encourage the recipient to open it. Avoid vague phrases and make sure it relates directly to the purpose of your message.
Examples:
• “Meeting Request: Project Update on [Date]”
• “Reminder: Upcoming Deadline for [Project Name]”
• “Invitation: Join Us for the [Event Name] on [Date]”
How to start the email
When you start the email, begin with a polite greeting and address the recipient appropriately. For professional emails, use formal greetings like "Dear [Name]" or "Dear Sir/Madam" if you're unsure of their name. After the greeting, briefly explain why you are writing, so the purpose of your email is clear from the start.
Examples:
• “Dear Ms. Johnson, I hope this email finds you well. I’m reaching out to discuss the upcoming project deadline.”
• “Dear Sir/Madam, I’m writing to follow up on our recent conversation about [Topic].”
How to write the body of your email
The body of your email should be clear, concise, and focused. Avoid long, complicated sentences. Stick to the main point and make sure your message is easy to understand. If you need to include several points, break them up into short paragraphs or use bullet points.
Example:
"I'm following up on our discussion about the new marketing strategy. We've reviewed the plans and have a few updates. First, we need to adjust the timeline to meet the launch date. The design team also suggested some changes to improve customer engagement, which I’ve attached for your review.
Please let me know if these updates work for your team. I’m happy to discuss further if needed. We aim to finalise everything by the end of this week to stay on schedule."
How to end the email
When you end the email, politely wrap up with a clear call to action if necessary. Use a formal closing like "Best regards", “Kind regards”, or "Sincerely" followed by your email signature.
Examples:
• "I look forward to your response. Best regards, [Your Name]"
• "I look forward to hearing from you soon. Kind regards, [Your Name]"
Best practices for email writing
Always proofread your emails
Before you send an email, make sure you double-check for any spelling or grammar mistakes. Proofreading helps avoid misunderstandings and ensures the message looks professional.
Use appropriate business language
When writing a professional email, it’s important to use formal and clear language. Avoid slang or overly casual phrases to maintain the right tone in your email.
Make the next steps clear
Always end your email with a clear call to action. Whether you need a response or a task completed, make sure the recipient knows what to do next.
Remember to use your email signature
Include a professional email signature with your name, job title, and contact information at the end of every business email so that the recipient knows who you are and how to reach you.
Let us help your team succeed
Strong email communication is key to your team's success. Ensuring they know how to write clear, professional emails boosts productivity, builds better relationships, and avoids misunderstandings.
A British Council business English course can equip your team with the skills they need to communicate effectively in any workplace situation, from email writing to giving presentations and leading meetings.