Professional Emails Do’s and Don’ts

Having a tough time communicating effectively through emails? Put your best foot forward when you know what the professional emails do’s and don’ts are.

Did you know the first email was sent in 1971? Quite a while ago, right? Well, although it’s been a long time coming, a lot of people still have a hard time writing emails. That shouldn’t stop you from sending them. Get up to speed with professional emails do’s and don’ts. You’ll soon be writing them with ease.

What is a Professional Email? 

As the name suggests, these are emails which you write in a professional manner. They are an important form of non-verbal communication. Not only in the workplace, but in all walks of life. Their purpose can range from communicating instructions to employees, contacting your tutor, or responding to a job interview invite.

Professional Emails Do’s and Don’ts

What can go wrong with a simple email? Well more than you expect. Don’t worry, we’ve got you covered. Our professional emails do’s and don’ts guidelines will help you write clear emails in no time.

Top 7 Professional Email Do’s

Stick to the Subject

Always include a subject to your email. It is one of the most important elements there is. When you include a subject line, the:

  • Chances of the receiver opening your email is higher
  • Receiver will know what the email is about
  • The email won’t be sent to spam

Hello Goes a Long Way

It goes without saying that greeting your receiver is necessary. Be sure to use the proper salutations, be it “good morning”, “good afternoon”, or “dear Mr Jones”. 

Introduce Yourself

If your receiver does not know who you are, introduce yourself. You don’t need to list your life history. A short line or two on who you are, and why you are contacting them will do.

Be Clear 

An email is not a riddle. Your intentions need to be clear and to the point. You should have a clear goal and focus on one topic or subject. You wouldn’t want any info to be lost in translation.

Put Editing on Your Checklist

Errors can make your email seem unprofessional. So be sure to proofread and edit your text. Take this time to check attachments too. This ensures you are sharing the right documents.

Close on a Good Note

Be sure to close off your email to set a good impression. A simple “kind regards” or “sincerely” works. If the discussion is ongoing, you don’t need to include it until the final reply.

Reply to Sender

Not only do your emails matter, your replies matter too. Even if you don’t have much to say or add. Reply by greeting the receiver, answering or thanking them, and closing off the email.

Gmail loading on a laptop. Find out what the professional emails do's and don'ts are right here.

Top 7 Professional Email Don’ts

Angry or Sad? Avoid Sending Emails

Don’t say anything when you’re angry or sad. And this includes emails. It is easy to share the email, and could get you in trouble. Take a breather, then get back to the task at hand.

Sensitive Matter – Speak Face-to-Face Instead

When you have to address a sensitive topic, it’s best to speak face-to-face. Your tone could be misinterpreted. No matter how professional your email is, some things are better said in person.

Watch Your Tone

Now that we are on the topic of tone, be careful of how you say certain things. It could come across as being disrespectful. Your choice of words not only creates meaning, but feelings too.

Jokes Aside

We all love a good joke. But writing a professional email is no laughing matter. Unless you have a good understanding with the receiver, it’s best to keep your jokes for the office party.  

Short and Sweet

Most people love reading. But we’re sure they don’t mean reading emails. If you want your emails to be to the point, keep them short and sweet. 

Avoid “Reply All”

Unless it is an open discussion, keep your finger off the ‘reply all’ button. When replying to an email, reply to the sender in a professional manner. ‘Noted’ might come across as negative.

Who Should You Include

Do you need to CC everyone into your email, or should you only include a select few? If it’s necessary, then by all means add them. If not, it’s best to keep it on a need-to-know basis.

Lenita Pikkie Marais
Lenita Pikkie Marais
Computer Course A+
Read More
Awesome service, awesome prices, and just awesome people who are there for you no matter what. They go out of their way to see you succeed in your studies
Moloi Patricia malema
Moloi Patricia malema
Occupational Health and Safety
Read More
I would like to give my compliments to all the staff who contacted me during my difficulties and more specifically to Kenneth who convinced me to enroll with skills.
Kelebogile
Kelebogile
Early childhood
Read More
Skill academy is an affordable college and a good one.
Rochel Nicolene
Rochel Nicolene
Adult Matric
Read More
They are fast responses when you need feedback or any help or support.
Skills Academy is the word support in every way.
Geraldine
Geraldine
Professional secretary
Read More
I will strongly recommend Skills Academy! And you won't regret your choice if you would want to study or do courses through them. I'm very happy with Skills Academy, they respond very quick and are always there when you need help.
Awelani Jennifer Ramulongo
Awelani Jennifer Ramulongo
HR Management
Read More
If you want further your studies, Skills Academy is the best online college to study with. You will always feel at home and will not regret it.
Carine van der Westhuizen
Carine van der Westhuizen
Beauty Therapy
Read More
The service is very good with friendly and helpful staff. You have your time to complete your studies. Fast or slow.
Shahida Dawson
Shahida Dawson
Financial Accounting
Read More
If you want professional, efficient and friendly service, Skills Academy is the institution to go to!
Taryn Duplessis
Taryn Duplessis
Beauty Therapy
Read More
Excellent college. I don't regret signing up with Skills Academy.
Wilma Kok
Wilma Kok
Adult Matric
Read More
Skills Academy is a good college, as you get fast, efficient and brilliant service. Their staff are very friendly when they are assisting you. They always call to make sure that everything is okay, or ask whether you need help with something.
Caroline Govender
Caroline Govender
Junior Bookkeeping
Read More
Skills Academy is affordable and helpful.
Kebalipile
Kebalipile
Crime Investigation
Read More
Best academy that gives the best to their students to overcome anything and get the best out of their studies.
Kholeka Nqobile Xintolo
Kholeka Nqobile Xintolo
Child Psychology
Read More
You are fast and patient. Very resourceful as help through landlines are always available. Good learning structures with group and team classes. Very consistent and always there when you need anything regarding your studies.
Catherine Harland
Catherine Harland
Educare N4
Read More
Definitely worth it. The courses that are available are great and the service even better.
Nonhlanhla Sarah
Nonhlanhla Sarah
HR Management
Read More
Skills Academy is the best because they give you the best education and they are always there ready to help you in everything that you don't understand.
Mpho Vilakazi
Mpho Vilakazi
Child Day Care
Read More
Skills Academy is the best college to study at. They deliver on time, their staff is supportive and their fees are affordable.
Maria Mokgadi Faro
Maria Mokgadi Faro
Educare N6
Read More
Good communication, helpful when you need help and the books are delivered on time.
Zandisiwe
Zandisiwe
IT
Read More
Skills academy is very responsive, friendly and patient.
Zanele Kopo
Zanele Kopo
HR Management N6
Read More
I would say that Skill Academy is the best online college you can trust and rely on. Due to the support I got from here, I fully recommend the college for anyone else who wish to do online studying.
Sifiso
Sifiso
Interior Design and Decorating
Read More
To anyone who would like to improve his/her career, whether you do have your grade 12 certificate or not, Skills Academy is the right institution to improve your career and even your life in general. The reason is that you do everything online, and you can work while studying at your own pace.
Previous
Next

Valuable Skills That Will put you on the Map

Our professional emails do’s and don’ts will help you in your job, but our courses are your first step into your dream career. From matric programmes to courses you can study without matric, the skills learnt with us will take you above and beyond. Ready to get started? Contact us for more details. You can:

  • Call us on 0800 39 00 27
  • Fill in our contact form for a call back
Last Updated: 3 June 2022

SHARE ON:

ABOUT THE AUTHOR: