A professional email has a specific subject line, states its purpose in the first sentence, keeps to one main request, and ends with a clear next step. Polite and direct beats long and formal.
1. Write a subject line that says what you need
| Weak | Strong |
|---|---|
| Query | Question about invoice #2041 |
| Meeting | Can we move Thursday's meeting to 3pm? |
| Urgent!!! | Approval needed by Friday: Q4 budget |
2. Put the purpose first
Open with why you are writing: "I'm writing to ask whether…" or "Could you send me…". Readers decide in the first two lines whether to act now or later.
3. A simple structure
- Greeting: Dear Ms Khan, (formal) or Hi Ali, (familiar)
- Purpose: one or two sentences
- Details, only what the reader needs, in short paragraphs or a short list
- Next step: what you need, and by when
- Sign-off: Kind regards, or Best regards, and your name
4. Get the tone right
- Polite but direct: Could you send the report by Thursday? rather than I was wondering if perhaps you might possibly…
- Not too casual: avoid slang, many exclamation marks and text abbreviations
- Not too stiff: I'll get back to you sounds more natural internationally than I'll revert
5. Following up without being annoying
Wait a reasonable time, then reply in the same thread: "Just following up on my email below: could you let me know by Friday whether…?" Short, specific and friendly.
Common mistakes
- No subject line, or a vague one
- The actual request hidden at the end
- Several unrelated requests in one email
- Replying all when only one person needs the answer
- Attachments mentioned but not attached
Want to practise properly?
Our Professional Email Writing course is a two-day practical workshop on structure, tone, subject lines and follow-ups, with reusable templates.
See our English Language courses: Basic, Intermediate and Advanced.
Frequently asked questions
How should I start a professional email?
With a suitable greeting, then a first sentence that states your purpose, such as 'I'm writing to ask…'.
How do I end a professional email?
With a clear next step, then a sign-off such as 'Kind regards' or 'Best regards' and your name.
How long should a work email be?
As short as possible while including what the reader needs. Most good work emails fit on one screen.
Is 'Dear Sir/Madam' still used?
Only when you do not know the recipient's name. Using the person's name is better whenever you can find it.
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Written by the Learning Bubble teaching team. If something here does not match your situation, ask us. We would rather give you a straight answer than have you guess.