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Have you ever received a poor email that makes you not want to respond or receive a different message than intended? One of the most important things that you will have to do within a corporate setting for success is clear and concise communication. A key piece of this communication is written communication over email. We have complied a some steps to writing clear emails. I have also included a list of do's and don'ts and a video on how to write a professional email as well!
🪜Steps to Write Professional Emails:
Clarify and Understand the Purpose of the Email
Identify your goal and use that as your starting point for the message.
Research what you’re asking about first to see if there’s an easy solution before emailing.
Compose a Clear and Concise Subject Line
Be specific, but keep it under about 65 characters.
Try to include who, what, and when.
Good example: Q3 Budget Approval Needed by July 1
→ Highlights what and when clearly and gives context.Bad example: budget approve needed
→ Doesn’t tell the recipient what they need to do or by when.
Use a Professional Greeting
For familiar contacts (less formal): Hi {Name} or Good morning {Name}
More formal recipients: Dear {Name}
State Purpose Early and Needed Details
In the first one to two sentences you should state your purpose
Concise and clear statements in 2-3 sentences to support the purpose
Include a Clear Call to Action
What are you looking for your audience to do specifically
Use clear communication on what you expect or the question you are asking
End with a professional Closing and Signature
Use closings like Thanks, Best, Kind regards, Sincerely, and others similar
Follow by your name and underneath your title and contact details listed
Proofread
Check for any errors or clarity issues before sending
✅Do's
Research first
Be specific and concise
Use appropriate tone
Stay clear and on topic
Proofread before sending
❌Dont's
Don't have unclear subject lines
Don't have a long email
Don't use slang, emojis, casual tone
Don't forget attachments
Optional: Here is the video explaining the same and similar procedures with tips!
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