how to write professional emails that get results

The average professional sends 40+ emails per day. Most are forgettable. Learning to write effective emails is one of the highest-ROI skills you can develop.

choosing the right tone

Tone depends on context: - Formal: Senior executives, legal matters, complaints - Professional: Standard business communication - Friendly: Colleagues you know well, casual workplaces - Assertive: Following up, pushing back, making demands

When in doubt, mirror the tone of the person you're emailing.

the perfect subject line

Your subject line determines if your email gets opened. Make it: - Specific ("Q3 Budget Review — Need Your Input by Friday") - Clear about any action needed - Under 50 characters for mobile

structure for clarity

Line 1: Why you're writing (get to the point) Middle: Context and details (keep it minimal) End: Clear ask or next steps Sign-off: Appropriate closing

the one thing rule

Each email should have one primary purpose. Need multiple things? Consider whether they should be separate emails or clearly numbered.

making emails scannable

Busy people skim. Help them: - Use bullet points for multiple items - Bold key dates or asks - Keep paragraphs to 2-3 sentences - Front-load the important information

tone adjustments

Too aggressive: "You need to send this by EOD." Better: "Could you send this by EOD? Let me know if that timeline works."

Too passive: "I was just wondering if maybe you might have time..." Better: "Do you have 15 minutes this week to discuss?"

reply timing

Respond within 24 hours for professional emails. If you need more time, acknowledge receipt and give a timeline: "Thanks for this — I'll review and get back to you by Thursday."

common email mistakes

• Burying the ask at the bottom
• Reply-all when you shouldn't
• Emotional emails sent in anger
• Too many exclamation points!!!
• Unclear or missing subject lines
• Forgetting attachments (mentioned but not attached)

templates for common situations

Following up: "Hi [Name], wanted to follow up on my email from [date] about [topic]. Let me know if you need any additional information."

Declining politely: "Thank you for thinking of me. Unfortunately, I'm not able to take this on right now due to current commitments. I'd recommend reaching out to [alternative]."

Requesting a meeting: "Hi [Name], I'd like to discuss [topic]. Are you available for a 20-minute call this week? I'm free [time options]."

Good email communication builds relationships and gets things done. It's worth taking the extra minute to get it right.