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Tips for Writing Professional Emails with Examples

Written by Saif Malunder
Published on April 2nd, 2024

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Email is the most effective and preferable channel for professional communication. Businesses and clients take the help of email for corporate communication. Considering the professional importance of this communication channel, articulating emails featuring professional content is a significant part of communication skills.

The chances of survival of any professional or business person without mastering email writing skills are quite minimal. Hence, it is necessary to learn the skill of email articulation inside and out to ensure effective corporate communication.

This article will help you with some useful and practical tips for writing professional emails with examples.

1. Rectify Grammar Errors

Flawless and error-free writing is crucial for effective communication in professional emails. A well-written and grammatically correct email reflects professionalism and competency. Therefore, you must write professional emails with correct grammar and follow language rules.

Human proofreading may overlook some common errors and missed punctuations that may negatively impact your recipients. Grammar checker online can accurately detect all the mistakes in grammar and spelling that have been overlooked.

Using a grammar check online quickly scans, detects, and rectifies grammatical errors in your emails. It improves your professional email writing by suggesting correct grammar, punctuation, spelling, and tone of voice.

Email Example without Grammar Check

“Please find the copy of your requested report PDF file is 12 MB, so be sure to consider uploading or downloading.”

Email Example with Grammar Check “Please find the attached copy of your requested report. The PDF file is 12 MB, so be sure to consider uploading or downloading.”

2. Write a Straightforward and Catchy Subject

An email subject is a concise and informative sentence that conveys to your recipient what your email is about. Most recipients decide whether to open and respond to an email based on the subject line.

For a professional email, write a strong, to-the-point, and informative subject that compels the reader to open it. Your subject must reflect what should be expected in your email body in less than 10 words.

Avoid using clickbait tactics and irrelevant subjects just to let the recipient open your email, as it turns out against you. Moreover, never greet or put salutations in the subject line; use it for the purpose it is meant to be. You can also include your recipient’s name to get readers’ attention.

Formal Email Subject Example

  • Subject: Yearly profit report | Includes profits and losses
  • Subject: Request your presence at
  • Subject: Update: New Maternity Policy

Informal Email Subject Example

  • Subject: Hobs and Co. Annual Dinner @ | Let’s dine in up!
  • Subject: Brian, your presence is requested @
  • Subject: [Reminder] You forgot to complete the survey | Will Take 2 Minutes

3. Start with Proper Greetings

Considering that the first impression is the last impression approach, you have to start with appropriate greetings when writing professional emails. The greetings encompass two components: the salutations and the email's opening sentence.

The greetings and opening sentences must be coherent with the rest of your email and depend upon whom you are addressing. For instance, if you are using an informal tone for the recipient you are professionally familiar with, you should address them using ‘Hi’ or ‘Hello.’

If you didn’t know the recipient in person, you must begin salutations with ‘Dear.’ If you know the recipient, you can also use their preferred gender pronouns in formal emails. However, avoid using gender-specific titles in the greetings if you aren’t sure about them.

Formal Email Greetings

  • Dear Mr. John,
  • Dear Mrs. Smith,
  • Dear Dr. Finch

Informal Email Greetings

  • Hi Mr. Peterson,
  • Hello Natalie,
  • Dear colleagues

4. End with a Professional Signature

Just as the opening sentences of your email should be professional to build a positive impression, your email ending note should also include a professional sign-off. You can include a proper ending note and your official description as the signature.

Use appropriate sign-off notes relevant to your email and recipient, like ‘sincerely’ and ‘best wishes or regards’ for formal and ‘yours truly’ for informal professional emails. After that, use your email signature that specifies your name, job title, and company.

Moreover, your company’s website and social media links can also be included in the email signatures. Avoid using company details if you are sending emails within your company or to a colleague.

__Informal Email Sign-off __

  • Talk soon, Natalie David
  • Cheers, Morris Alfred.
  • See you.

Formal Email Sign-off

  • All the best, best regards, Kind regards, or Regards, Philips Thomson, Media Marketing Manager, Brinson Inc.
  • Thanks, Thank you, or Sincerely, Philips Thomson, Ph: +1 111 222 333 Email: Website: www.


The article above guided you with actionable and helpful tips for writing professional emails. It describes how to format a professional email by including a catchy subject line, using appropriate greetings and salutations, and signing off using ending notes and signatures. But more than that, you must go beyond layout and formatting and write emails with precise language and grammar. If you lack proofreading or editing skills, you can get assistance from tools and various chrome extensions, which can transform your crafted emails into professional and error-free writing.

Written by Saif Malunder

Saif is a digital marketer and a writer who has introduced various modern strategies in her published articles. He is also co-author of various famous digital marketing books. He was a bookseller before moving to children’s publishing and worked for Knowledge Creators Company as a creative writer.

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