How to Write a Professional Email (With Examples)

5 November 2026 · 6 min read

A professional email has a specific subject line, a fitting greeting, the main point in the first two sentences, only the details the reader needs, a clear request or next step, and a simple sign-off with your name and contact details. Keep it short, polite and easy to scan. If the reader can understand what you want and by when without rereading, you've written a professional email.

That's the short version. The rest of this guide breaks down each part with examples, covers tone for different audiences, and ends with a checklist you can use before every important message.

Start with the purpose

Before typing anything, finish this sentence: "After reading this, I want the recipient to..." Approve a budget? Send a file? Know the meeting moved? If you can't finish the sentence, the email isn't ready to write.

This one step fixes most bad emails. Rambling messages usually come from writers who are working out what they want while they type.

Write a subject line that does work

The subject line decides whether your email gets opened now, later or never. It should tell the reader what the email is about and, ideally, what you need.

Some teams use prefixes like "Action required:" or "FYI:" so readers can triage at a glance. Use them if your workplace does; don't invent urgency where there isn't any. If you struggle with subject lines, an email subject line generator can give you options to choose from.

Choose the right greeting

• "Dear Dr. Okafor," for formal first contact, senior people you don't know, or official correspondence.
• "Hello Ms. Rivera," or "Hi Ana," for most business email once you're on first-name terms.
• "Hi team," or "Hi all," for groups.

Avoid "To whom it may concern" if you can find a name; it signals you didn't look. "Hey" is fine with close colleagues but too casual for clients or people senior to you on first contact. When unsure, mirror the greeting the other person used.

Put the point first

Professional readers skim. Lead with the request or the news, then give context.

Instead of:

I hope you're well. As you may know, we've been looking at our onboarding process for some time, and after several discussions with the team and some research into what other departments do, we've come up with a few ideas...

Write:

Could you review the attached onboarding proposal and let me know by Wednesday whether we can trial it with the March hires? Below is a short summary of what changes.

The second version tells the reader what to do, by when, and where the details are. Context still exists; it just comes after.

Structure the body for scanning

• Short paragraphs. Two to four sentences each.
• One topic per email where possible. Separate subjects get separate threads, which makes them easier to search and reply to.
• Bullets or numbers for lists of items, steps or questions. Numbered questions let the reader reply "1. Yes, 2. Tuesday, 3. No."
• Bold sparingly for deadlines or the one thing they mustn't miss.

Get the tone right

Professional doesn't mean stiff. It means respectful, clear and appropriate to the relationship.

• Be polite but direct. "Could you send the figures by Friday?" is better than "I was just wondering if maybe, when you have a moment, you might be able to..."
• Cut hedging and filler. "Just," "actually," "I think maybe" and "sorry to bother you" weaken a reasonable request.
• Watch negative phrasing. "You failed to attach the file" reads as an accusation. "The attachment didn't come through; could you resend it?" gets the same result.
• Skip sarcasm and jokes with people you don't know well. Tone doesn't travel well in text.
• Avoid all caps and strings of exclamation marks.

If a draft sounds harsher or more casual than you intended, a tone changer can show you alternative versions, which is a useful way to spot which words are carrying the wrong feeling.

Close with a clear next step

End by restating what happens next:

• "Please confirm by 5pm Thursday."
• "I'll call you on Monday morning to go through the details."
• "No action needed; this is just for your records."

Then sign off. "Best regards," "Kind regards," "Many thanks," and "Best," all work in most settings. "Cheers" is fine in informal workplaces in some countries and odd in others.

Use a proper signature

A signature saves the reader from hunting for your details. Include:

• Full name
• Job title and organisation
• Phone number, if you want calls
• Pronouns, if that's your practice

Keep it to a few lines. Skip inspirational quotes and large images that show up as attachments.

Example: a complete professional email

Subject: Request: updated delivery dates for order #20931 by Tuesday

Hi Marcus,

Could you send updated delivery dates for order #20931 by end of day Tuesday? Our install team needs them to schedule the site visits.

A few details that might help:

1. The order covers 40 units across three locations.
2. The Leeds site can accept deliveries only on weekdays before noon.
3. If any items are delayed beyond the 20th, please flag them separately so we can plan around them.

Thanks for your help,

Laura Bennett Operations Coordinator, Northgate Facilities 0113 555 0142

Notice: request in the first line, a reason in the second, numbered details, and a signature the reader can act on.

Replies, CCs and attachments

• Reply-all only when everyone on the thread needs your answer.
• CC people who need to know; BCC for large lists where recipients shouldn't see each other's addresses.
• Mention attachments in the body ("I've attached the signed contract") and check they're actually attached before sending.
• Name files clearly, for example "Northgate_Contract_Signed_2026-11.pdf" instead of "scan003.pdf."

Pre-send checklist

1. Does the subject line say what the email is about?
2. Is the main request in the first two sentences?
3. Is there a deadline or next step?
4. Is every name spelled correctly?
5. Are attachments attached?
6. Is the tone right for this reader?
7. Have you proofread it? Running it through a grammar checker takes seconds and catches the typos your eyes skip.
8. Are the right people in To, CC and BCC?

For very important emails, wait a few minutes and read it once more as if you were the recipient.

FAQ

How long should a professional email be?

As short as possible while still being complete. Most everyday work emails fit in under 150 words. Longer content often works better as an attached document with a short summary in the email.

Is it unprofessional to use "Hi" instead of "Dear"?

No. "Hi" plus a name is standard in a lot of business email today. Use "Dear" for formal or first-contact messages, official letters and more traditional industries.

Should I use emojis in a work email?

Generally not with clients, senior people or anyone you don't know. Some teams use them casually internally; follow the norms around you.

How do I follow up if someone doesn't reply?

Wait a reasonable time (often three to five working days), reply in the same thread so the context is visible, and restate the request briefly: "Just bringing this back to the top of your inbox; could you confirm X by Friday?"