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.

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Last Updated: September 16, 2021

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ABOUT THE AUTHOR:

Charnell Ward
Charnell Ward
Charnell is a top-class content creator at Skills Academy. She creates engaging content with the aim to provide useful information on distance learning and further study opportunities. Her passion for writing goes beyond her career, as she enjoys writing short stories and volunteering as a writer in her free time. View my LinkedIn profile

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