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If you’ve just landed your first job, chances are you’ll need to write a professional email at some point – and that might feel a bit intimidating.
Email is one of the most common ways people communicate at work. It’s quick, efficient, and used every day to contact different people.
You might need to send a professional email to share meeting notes, give an update on your work, or even request annual leave. If you’ve never written one before, we’ve got you covered.
Here are some simple tips to help you get it right and feel confident hitting send.
First impressions matter, so it’s important to start your email with the right tone. In professional emails, avoid using emoticons, slang or jokes.
Don’t use greetings like “Hiya” or “Alright?”. Instead, think about who you’re emailing and adjust your tone to match your audience.
In more formal situations – such as introducing yourself for the first time or emailing a manager you haven’t met, use “Dear” or a greeting like “Good morning”, as these sound polite and respectful.
Whenever possible, find out the person’s name rather than using something vague like “Dear board member”. Taking the time to personalise your email shows professionalism and attention to detail.
For emails to colleagues you know well or familiar clients, “Hello” or “Hi” works well.
People at work are often busy, so keeping your email clear and to the point is key.
Try to keep it brief while still including all the important information.
Before you start writing, make sure you fill in the subject line as this will make it easier for the recipient to find it later when they want to reply.
If you’ve never met the person you’re emailing, introduce yourself at the beginning. For example:
“Dear Adam, I’m Eva, the apprentice engineer here at JWL Engineering.”
The main body of your email should be clear and easy to read. This is where you explain why you’re getting in touch. You might write:
“I thought you’d be interested to see the results from the technical survey that was sent to 200 employees.”
Keeping your message straightforward makes it more likely you’ll get a response.
If your email is sent to more than one person and you’re asking a question or assigning a task, be clear about who you’re addressing. For example:
“David, please could you issue the proposal to your team?”
Before sending, always proofread your email. Check for spelling mistakes and anything that sounds inappropriate or unnecessary.
If you’re expecting a reply, it’s helpful to end your email with a clear closing line, such as “I look forward to hearing from you soon” or “Let me know when you’re free for a meeting to discuss the results.”
After that, include a sign-off like “Best wishes” or “Regards”, followed by your signature. Your signature should include your first name, job title, and any relevant contact information. Your company will usually have a template to follow.
One last thing before you hit send – check the timing. Try to avoid sending emails late at night, over the weekend or while the person is on holiday.
It’s normal to want confirmation that someone has seen your email but remember that workplaces can be busy!
If you haven’t received a response after two working days, it’s fine to send a follow-up email. Keep it polite and friendly. The original message may have gone into their junk folder, or they may simply have forgotten to reply.
A short reminder is often all it takes to get a response.
