How to Write a Professional E-Mail?

How to write a professional e-mail?

Most of us wonder about what it takes to write a professional e-mail in English and what are the different ways to improve e-mail writing skills.

There are various facets to writing a professional e-mail.


The tone of your e-mail is very critical when it comes to writing a professional e-mail. We need to ensure that we are using a formal tone and not an informal or casual tone. For example –
Formal – We need to discuss.
Informal – Discuss

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Choice of words

Words are our tool to express our thoughts and to make things harder there are different words for the same thought! We need to make sure that we choose words that will sync with the tone of the e-mail, in other words – professional. Thus, slangs are out of the question and so are self-assigned abbreviations.

Fact Check/Commitments

Ensure that you’re doing a fact check of the numbers or information that you’re reporting. As e-mails are a written record, it’s critical that we don’t make such mistakes. We should also be careful while committing anything in an e-mail as again it’s a written record and not honouring the commitment will lead to repercussions.

Structure of the E-Mail

Ensure that the e-mail has the standard structure.

  • Begin with a formal greeting, such as Dear or Hi
  • State the purpose of your e-mail
  • Conclude your purpose with a small summary
  • End with a closing statement and a sign off.

E-mails are a critical cog in our professional life. It’s important that we do not take it lightly and pay close attention to it. The structure mentioned above is the most fundamental part of good professional e-mail writing skills and this is the key to answering your question – “How can I learn effective e-mail writing?”.

Apart from the above points, there are 2 other points that are critical but not directly related to writing an e-mail however reflect on professionalism.

Response Time

The pace at which you respond to e-mails is also critical; we need to make sure that we are responding to e-mails at the earliest. Prioritize your inbox in terms of people or subject line. This will help you to attend to critical or urgent e-mails quicker.


Sharing the content of the e-mail

E-mails are of different types, some are general, some are for cascades, and there are some that are confidential. It’s important that you understand what category the e-mail you receive falls into and deal with it accordingly.

E-mails are going to be the main form of communication for a long time to come and it’s critical that we master it at the earliest to reap benefits. Attending a professional email writing course or business e-mail writing courses for professionals is another way increase the pace at which you can learn.

At Aksent, we have extensive courses for e-mail writing and corporate communication. Various topics related to e-mail writing are covered with ample practice sessions incorporated into the course. Contact us today and give your e-mails a new edge.

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