How to write a professional email

Most professionals send dozens of emails a day — but few have ever been taught how to write them well. Clear, professional emails get faster responses, reduce misunderstandings and build your credibility.

The anatomy of a professional email

Subject line

The most important line in any email — it determines whether it's opened. Good subject lines are specific, actionable and brief (under 60 characters). Avoid vague subjects like "Hello" or "Follow up."

Opening

Match the formality to the relationship and context:

• Formal / first contact: "Dear Mr Smith," or "Dear [First name],"
• Standard professional: "Hi [Name]," — appropriate for most workplace emails in 2025
• Very casual / internal: "Hi," or just the person's name
• Avoid: "To whom it may concern" (cold), "Hey" (too casual in formal contexts), no greeting at all

Body

State your purpose in the first sentence. Don't bury the lede. If you need something, say so clearly and early. Structure longer emails with short paragraphs — one idea per paragraph. Use bullet points for lists of three or more items.

Closing

• Formal: "Yours sincerely," / "Yours faithfully,"
• Standard: "Kind regards," / "Best regards," / "Many thanks,"
• Casual: "Thanks," / "Best,"
• Avoid: "Cheers" in formal contexts, "Warmly" (can seem insincere in business)

Common email types — examples

Requesting something

Delivering bad news

Rules that improve every email

• Reread before sending — one pass catches most mistakes
• One topic per email — easier to search, easier to action
• Don't CC people unnecessarily — it creates noise and diffuses responsibility
• Reply-all only when everyone genuinely needs to see your response
• If an email takes more than three exchanges, pick up the phone