How to Write a Professional Email

Adriana Girdler

Must-Know Business Email Tips That Will Get Your Emails Seen and Appreciated If you want to excel at your job, then knowing how to write …

Must-Know Business Email Tips That Will Get Your Emails Seen and Appreciated

If you want to excel at your job, then knowing how to write a professional email is critical. It may sound easy, but you might be surprised at how the following tips will transform your emails into concise, professional emails that will get seen, read, and responded to.

Here are a few things you need to think about when it comes to writing a business email.

Subject line

All too often, people write vague subject lines. Your email won’t get opened if your subject line is vague!

Your subject line should reflect the content of your email. If you want to know how long it should be, 2-6 words is often a sweet spot.

Avoid using subject lines like “Important” or “Due.” Instead, include a couple words specific to the content of the email.

I love using words like “ACTION ITEM” or “DUE DATE” in the subject lines of my emails, but only when paired with a brief couple words on what is due or what the action item is. This allows the email to stand out in a cluttered inbox and not get overlooked because it’s specific and looks important.

The greeting

Keep your greetings simple by just saying “Hi” and addressing the recipient by name. This is simple, direct, friendly, and pretty fool-proof!

It’s always best to avoid using formal, vague language in a greeting such as “To Whom it May Concern” because this just feels disconnected. If you don’t know the person’s name, just say “Hello.” It’s more personable!

The content of the email

An email wouldn’t be an email without the content – so what about that? I have a short video for you that goes through detailed tips on writing the body of a business email. I also included tips on the closing of the email, what your signature should look like, and one final thing you don’t want to forget to do before sending it.

So, if you write work emails, you do NOT want to miss this. Follow me over to YouTube and we’ll finish this conversation there!


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Adriana Girdler is a project manager, productivity specialist, entrepreneur, professional speaker, facilitator, visioning wizard, and author. As President of CornerStone Dynamics, Adriana is one of Canada’s prominent business productivity and project management specialists—helping both individuals and businesses do what they do, only better. She is a certified master black belt lean six sigma with over 20 years’ experience improving how companies work.

She also holds both PMP (project management professional) and CET (certified engineering technologist) designations. She’s a Tedx speaker, as well as a HuffPost and Thrive Global contributor. She has been interviewed on Global, CBC, CTV, CHCH, 680News Radio, Newstalk 1010, Sirius XM and published in the Globe and Mail and numerous industry magazines. WANT ADRIANA'S FREE ONLINE TRAINING? In 45 min, learn Adriana's 5 project management secrets she use on EVERY project. Sign up for the Free Webinar here: THE FAB FIVE FUNDAMENTALS OF PROJECT MANAGEMENT

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