Tips for Writing Emails
By Dawn Thomas-McFarland
Professional Emails
Writing professional emails is very different from writing an email to a friend. A professional email should always have a professional tone, structure and should be clear and concise.
Here are a few things to remember:
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- Always use a professional font such as Calibri, Times New Roman or Arial. Using professional fonts keeps the reader focused on your message. You don’t want the reader to be distracted with artsy fonts that are more appropriate for social media.
2. Never use slang in professional emails. Using slang can be fun but it is not business language. Use professional language to communicate with your colleagues. Remember your email is part of the professional environment and it’s also an extension of you.
3. Keep your email clear and concise. Make sure to provide necessary details that the reader needs to know in your email. Your email should be clear so that the reader understands your message and concise so that your email doesn’t run on.
4. Check for spelling and grammar errors. Don’t press send without checking for spelling and grammar mistakes. It will only take you a few seconds to look it over.
5. Re-read your email. Look over your email to make sure you made your point and haven’t left out any details. You’ll be happy you did before you press send.
Here are some phrases you can refer to whenever you need to write an email. They are in categories according to each section of an email. You can adapt them for the particular reason you are writing.
Salutation phrases
Dear Mr. Johnson
Dear John
Hello John
Hi John
Good Morning John
Good Afternoon
Good Evening
Hello all
Subject line
Write a short description about the subject of the email.
Opening phrases
I’m writing in regard to…
I hope this email finds you well.
I’m writing to follow up …
If you someone is writing back to you about a requested matter.
Thanks for following up with me regarding…
Thanks for getting back to me about…
Thanks for writing.
Attachments
I’ve attached a document for your review.
Please see the attached document.
Requests
Please let me know …
Please get back to me…
Could you please respond by 2 pm?
Closing phrases
I look forward to hearing from you.
I look forward to working with you.
I hope to hear from you soon.
If you have any questions or concerns, please contact me.
Please follow up with me at your earliest convenience.
Have a great day.
Have a great weekend.
Ending phrases
Thank you,
Sincerely,
Best regards,
Best,
This sample email demonstrates where you can place typical emails phrases such as an opening phrase or a closing phrase.
