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Tips on how to send professional emails

It’s about to be 2018! The majority of us have jobs that require using emails in some sort of way. As popular as social media and texting may be, email is still the preferred method of communication, especially in the business world.

Sending emails seems like such a simple task. Type, send, done! Surprisingly enough, an email that looks simple or is hastily put together can cue several red flags to your reader.

I see how fellow managers and colleagues from Human Resources react to poorly composed emails. They cringe at what they deem tacky or even thoughtless. And too many times have I hit SEND only to see one mistake I failed to notice. I then proceed to have mini heart attacks because I know how the other person may perceive it.

No matter who’s receiving your email, you want to sound as professional as possible. Here are some quick tips for sending professional emails:

7 Tips for Sending Professional Emails

Say “hello”.

“To whom this may concern” is pretty outdated. Always start your emails by acknowledging your reader. I either start simply with the person’s name or “hello Name/Ms./Mr.”, depending on who I’m emailing.

Spell correctly.

No text language, acronyms, or emojis. Yes, this needs to be said. Nothing screams IDGAF more than text speak and smiley faces in emails. There’s a time and a place, and work certainly isn’t the place. Moral of the story: don’t do it!

Keep it short and be polite (no fluff).

Use “please” and “thank you” whenever necessary. You want to be to the point without coming across as curt. Email paragraphs should only be 2-3 sentences long. If you’re composing a novelesque email, then you’re probably better off making a phone call.

Always fill the subject line.

Some of us are extremely busy and receive numerous emails a day. An email with no subject is bound to be lost, deleted, or annoy the reader (it’ll definitely annoy the reader). The title should be short and be of importance to whoever is receiving the email.

Add a signature.

Signatures always add points to your professionalism tally if you will. Your signature should include your name, company, and phone number. Your professional title, website, and/or social media handle(s) can be included as well if it’s appropriate.


Typos are the worst. They’re unprofessional and are bound to make the recipient judge you and your carelessness. Definitely, re-read your emails before sending them.

Reply promptly.

The standard timeframe for replying emails is 24 hours, though the sooner the better. If you need more than a day to reply, then let the sender know why and when you’ll get back to them in full.

Related post: 12 Professional Habits Every Girl Boss Should Have

What are some unique tips you use to keep your emails professional?

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