How to Write a Professional Email


Knowing how to write professional emails is a crucial skill for anyone needs to communicate at work. Email is perhaps the most frequently used communication tool for professionals everywhere, and ensuring you can compose and send a well-structured message will bring competency and authority to your professional persona.  


If you read Spike’s How To guide on writing formal emails, then you’ll have some idea of how to write a professional email. However, while they’re two sides of the same coin, formality and professionalism aren’t exactly the same. For instance, while a formal email is usually considered professional, a professional email doesn’t always have to be formal.


To help you identify the difference between the two, and to ensure you can quickly and easily compose the perfect message, here we take a look at how to create a professional email from start to finish.



How to Create a Professional Email – Things to Think About

When creating professional emails, there are a few things to think about before you dive in. Keep these bullet points handy to guide you as you write.


  • Use a professional email address – Your company email or an email you have created for professional reasons.
  • Think about the purpose of your email – Your message should be direct and to the point, clearly stating your purpose.
  • Identify your audience – Think about who you are writing to so you can ascertain the kind of tone (formal/informal) and the type of information you will need to include.
  • Be concise – Ensure your email contains all the information you need to share but that it doesn’t run on and on.
  • Use a standard font – Professional emails should avoid the use of ornate or playful fonts. Additionally, do not overuse capitals, bold, or italics.
  • Proofread – Always proofread your messages before hitting send. Review for spelling and grammar, double-check that the correct information is included, and make sure any attachments are correct.



How to Write a Professional Email – Key Elements


How to Write the Subject Line of a Professional Email

The subject line of a professional email should contain all the information the recipient needs to identify the purpose of your email. It should be succinct but also personalized so that it can be easily distinguished from spam.


Separating information with hyphens or other punctuation may be a good idea, allowing the recipient to quickly scan the subject line and easily ascertain what your message is about. 

How to Start a Professional Email

When thinking about how to start a professional email, there’s no need to stick to formal openings and, depending on who you are writing to and why, you can afford to be a little more familiar. However, for people you are contacting for the first time, sticking with the formal option is usually the best idea.

If you want to learn how best to start a professional email, then think about how your message is likely to be received. If you are messaging your team, then a simple “Hi” is usually enough. However, when addressing a supplier or someone from another company, sticking with a “Dear (Name) is preferable.

How to Write the Body of Your Professional Email

The body of any professional email should be concise and contain all the information you want to share laid out logically. The difference between a professional email and a formal email is that, very often, you can leave out many conventional formalities and get straight to the point.


When writing a professional email, in most cases, it helps to split information with bullet points or other logical formatting structures. This ensures that even the busiest recipient can easily access the information they require at-a-glance.

How to End a Professional Email

When ending a professional email, you should include a closing statement, a professional closing, and your signature. These three elements combined ensure that your message is polite and professional while providing the recipient with further contact details and your position.

When thinking about how to end an email professionally, always consider who you are writing to and why. For instance, for a short note to a familiar colleague, usually, a simple thanks will suffice. For a longer message to a client or customer then you should include all the three elements listed above.  

When it comes to writing the perfect email for any occasion, Spike’s got your back. Download Spike today and check out how their magical productivity-enhancing features can help you rock your communications and boost productivity every day.

? To add to your day-to-day, check out Spike’s useful resources section for more insightful information on a huge range of topics to up your professional edge.