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Professional Writing

Emails

Emails are used for the purpose of sending a brief message to a recipient in the business and workplace context.

Some business e-mails are automated to acknowledge the communication from the public or to remind associates of reports or payments due.

If emails are being sent to a third party outside of the company such as clients or the public, it is important that the message conveys professionalism and respect.

Writing an Effective Business Email

Writing an Effective Business Email by GCFLearnFree.org

Tips for Writing Effective Emails in the Workplace

Writing professional emails is a big part of effective communication, both in the workplace and in school.

In this section, you'll find some quick tips and tricks to get you started in writing clearer, stronger emails to your employers, professors, and peers.

  • Subject lines should be clear, brief, and specific: For example, “Proposal attached” or “Your question on 11/23” demonstrate the essence of the message.
  • Start your email with a proper greeting: For external messages (emails sent to someone who does not work at your company), start with “Dear Mr./Ms. X”. For internal messages (emails sent to someone in your company), start with “Hi Cindy”.
  • Finish your email with a signature block: Create an email signature that contains your name and business contact information—this signature block can be added automatically to the end of any email you write. Create your own Sheridan email signature and visit the Service Sheridan to learn how to add your email signature to Outlook.
  • Use good formatting: Include line breaks between sentences and divide your message into brief paragraphs or sections for readability. Good emails are straight to the point and written in three small paragraphs or less.
  • Avoid informal or undefined abbreviations as an email is not a text message i.e. LOL
  • Be concise: Leave out unnecessary words i.e. "I am writing this email to you to…."
  • Avoid using ALL CAPS: Capital letters communicate emphatic emotion such as yelling and is considered rude.
  • Reread, revise, and review: Catch typos and spelling/grammar errors before sending.
  • Test links before you send your email: If you are embedding URL links in your email, make sure the URL is complete and not broken. If you're sending out a document that everyone needs to edit, make sure you've shared a link that gives editing permission to everyone.
  • Reply promptly, but never reply emotionally or in anger: Please make a habit of replying to all emails within twenty-four hours even to confirm receipt of the message.
  • Use “reply all” sparingly: Hitting "reply all" will send your response to everyone else who is listed on the email. Only use "reply all" if your message needs to be read by the entire group.
  • E-mail ahead of time if you are going to attach large files: If you are sending out a document or a PowerPoint presentation before a meeting, make sure to send it at least one day ahead of time.
  • Give some space before following up: If you don’t get a response in forty-eight hours (or 2 days), email or call. Spam filters can sometimes block your message, so it is worth it to check to make sure your message reached your recipient.

How to Write an Email to Your Professor

Writing an E-mail to Your Prof by DARI TV

LinkedIn Learning Courses

LinkedIn Learning provides access to more than 13,000 high-quality on-demand courses. Check out the courses below to learn more about professional writing—you can even earn certificates to add to your LinkedIn Learning page too!

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