Email Format: How to Do a Professional Email Format

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This article covers key parts of professional email format, including audience consideration, format guidelines, and appropriate closings. It also provides good choices for opening and closing an email, examples, and an infographic to help you visualize the format.

Email is vital for modern businesses. It is quick, inexpensive, and widely accessible, making it the main way companies share information and keep in touch. Learning how to format a professional email is essential for clear and effective communication.

How to Do A Professional Email Format

The one question that could change everything—Ask yourself this first

There is a format for professional emails. There are Do’s and Don’ts and other things to remember. But a lot of how a professional email should be formatted can be put under one heading—

Think about Your Audience

Is the person a supervisor or someone you want to work for? Keep the opening formal. No “Hey, How ya doin’?”
Are they likely to be busy? Put in a clear, concise subject line. Also, don’t be too wordy in the letter.
Are others likely to see the letter?

Professional Email Format Guideline

Ask Yourself: What is My Goal?

Before you begin, ask yourself—what do I want to happen? Do I want the person to whom I am writing to do something? If so, what do I want them to do?

An example: You have included a page of information with your email. You are writing to Mr. Brown. Tell Mr. Brown why you are sending the information. Tell him you need to have him look over the information because—(give a reason). Ask him to tell you his response and give him guidelines so he knows what you want to know. Give a date window when you would like to have Mr. Brown’s answer.

Keep it Compact

Get down what you want to say, then go back over your letter and take out what doesn’t need to be there. A long, wordy letter can make a busy person feel they just don’t have the time or energy to read it. Make sure you don’t ramble.

Check Your Email Manners

There is a certain type of etiquette that has developed with professional email. Before sending, make sure you are following it.

Don’t send a professional email to someone on their day off unless it is an emergency.
Don’t send a professional email to someone after their workday has ended unless it is an emergency.
Be polite in your email. “Please” “Thank you” “You’re welcome” and whatever other courtesies may come up.
Use proper and appropriate greetings and closings.

Remember, Think About the Person You are Sending the Email Format to

Who are they? How much authority do they have? Have you met before?

Proofread

Typographical and grammatical errors send a negative message right off the bat. Don’t let them get past you. If your spelling or grammar isn’t as good as you would like, ask a friend to read it for you. There are also free online grammar assists.

Remember: Follow Up

Many business people find hundreds of items in their email inbox every day. If you haven’t received an answer within a couple of days, the person might have missed your email or forgotten about it. Think about whether this is a situation that merits sending a reminder email. Just be sure to keep the tone light.

Closings to Your Email

You might be tempted to sign off without a closing. However, imagine being introduced to someone, saying, “Hello!” and introducing yourself. You talk for a couple of minutes with the other person, then turn and walk away. No “Goodbye“. No “Nice to meet you“. A little rude, wouldn’t you say? In the same way, a professional email needs a closing.

Good Choices to Open/Close A Professional Email

Openings

Closings

Best
Sincerely
Regards
Kind Regards
Thank You
Warm Wishes
With Gratitude
Many Thanks
Respectfully

Example of A Professional Email Format

TO: Mr. Adrian Smith

SUBJECT: House Rental Contract

Dear Mr. Smith,

I am sending this email as a follow-up to our phone conversation yesterday, December 13, 2020.

As we agreed, I went by and viewed the property at 2122 S Garden Way. It’s a very nice property. I am still interested in renting it.

I would like to discuss with you:

The gutters—They need repair. Winter rains will be here soon. When were you planning on having the gutters repaired? I am willing to do it for a short-term reduction in rent.
The yard is quite large. Do you either provide a mower or is there a landscaper who comes in?

Would you be available to Zoom sometime this week?

Once we have settled these points, I am ready to sign the contract, pay move-in costs, and become your newest tenant!

Thank you for being so helpful.

Regards,

Harold Porter