Writing Professional Emails

Joe A., Writing Center tutor

Please keep in mind that these are only general guidelines; always defer to your professor's specifications for a given assignment. If you have any questions about the content represented here, please contact the Writing Centers so that we can address them for you.

Email remains a standard for workplace communication and knowing how to write professional emails effectively has become a prerequisite for success in many work environments. Although other types of writing are used to share information, email’s main purpose is to share information, usually about work-related tasks. Unfortunately, unprofessional emails in professional contexts may send the wrong message. Fortunately, learning to write emails professionally is both straightforward and easy.

It’s good to get into the habit of asking yourself if the content in the email would be better served as a phone call or a quick face-to-face. Emailing a non-pressing question to someone you’re going to see in an hour will likely only add to a cluttered inbox. In the context of email, there is such a thing as too much communication.

Style

There is not a definite stylebook for email writing. Email etiquette differs from employer to employer but the following is expected in professional contexts:

The body of the email should focus on a single piece of information. Additional, unrelated information can distract from the purpose of the email.
Be as succinct as possible. When more involved or complex emails are required, commit a single idea per paragraph for maximum readability.
Avoid web shorthand like “u” and “r.” In addition to being unprofessional, it might communicate that you didn’t put a lot of thought into writing the email before sending it out. Emoticons and acronyms such as “idk” for I don’t know, should also be avoided.
Proofreading. Although not necessarily an element of style, failing to proofread can result in an email with typos or an email whose meaning differs than the intended message. Ideally, your email should be concise so proofreading will help you make your language more clear.

The Subject Line

Email is most effective when it communicates a message in the shortest amount of time possible. A subject line like “Budget Meeting at Noon” instead of just “Today’s Meeting” lets a reader know exactly what to expect before he or she even opens the email. It also helps avoid miscommunication because subject lines that are vague like “A quick question” are likely to become a low priority in a mass of emails. Generally speaking, it’s safe to assume your email is one of many. A specific subject line tends to get a more prompt response than a general one.

The Signature

Always end your email with your name and work contact info. Fortunately, email clients include an electronic signature function that keeps you from having to type out this information after each email. The following is an example of an effective signature:

Jane Doe
DePaul University
Head of Marketing
(123) 123-1234

Resources

CuteWriting, a blog about online publishing, offers additional information on professional emails in addition to good and bad examples.

Michael Leddy, a professor at Eastern Illinois University, has written some helpful tips for students to ensure effective and cordial emails with professors.

For those wondering the best way to write an email to a potential employer, Virginia Tech’s Career services website provides detailed pointers on everything from addressing the recipient to "thank you" messages.