How to write emails professionally

How To Write Emails Professionally : Top 4 Steps

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How to write emails professionally and make them irresistible? Is that even possible? You bet!

Reading an email from someone you don’t know can be intimidating, even more so when that email is coming from someone in your industry. It might have been written hastily and appear unprofessional, which can make you question whether or not it’s worth your time to open the message in the first place. 

Professional emails are what get your contacts to read through your entire message and actually respond. so always make sure yours look great by following this simple guide on how to write emails professionally and make them irresistible.

In this post, I won’t just show you the steps of how to write emails professionally, I will also show you the benefits of knowing how to write emails professionally.

If this sounds good to you, lets proceed

Why You Should Know How To write Emails Professionally (Benefits)

The benefits of knowing how to write emails professionally is enormous nonetheless, I will be sharing some of the top benefits with you here

  • It Aids In The Development Of Trust.

Customers expect more than just getting added to your email list when they sign up to receive emails from you. They are ready to learn something new every time you send them an email.

Knowing how to write emails professionally can assist you in gaining the trust of potential customers and converting them into long-term customers.

  • Improves Interpersonal Relationships

When you’ve perfected the art of composing professional emails. You should have understood that engaging your clients on a personal level is crucial to developing long-term relationships.

Customers are loyal to companies that value them, and sending properly crafted emails with a personal touch will help you do just that. As a result, understanding how to write emails professionally can help you strengthen your existing strong relationship with your loyal consumers.

  • The Number Of People Who Come To Your Website Grows.

Another significant advantage of knowing how to write emails professionally is that it will capture the curiosity of potential customers who want to learn more about your goods and services.

Because it will be well-written, it will also feature CTAs that may lead to your website, bringing your email subscribers to your website.

  • Provides a Standardized Communication Method.

A professional email is a dependable approach to engage with both regular customers and potential clients who have expressed interest in your company.

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Customers can only keep an email for future reference if the email creator knows how to write emails professionally.

  • Generates Leads For Your Business

Managing an email list does not imply that every person who signs up for your newsletter is ready to buy. In reality, you should think of emails as lead generators that help you get your foot in the door to promote your products and services’ top features.

A properly designed email marketing program, on the other hand, does the best job of generating sales leads.

  • Saves Considerable Time

If you understand the concept of how to really write emails professionally. it will save you a lot of time because you know what matters. What should and shouldn’t appear in your email copy

  • Makes Money For You

If you’re an expert on how to write emails professionally. You could offer your service to companies and businesses and get paid huge sums writing professional emails for them

4 Steps On How To Write Emails Professionally

1. Writing The Subject Line

A fascinating subject line is one of the criteria that define how to write emails professionally that people open, read, and respond to.

What distinguishes a professional and intriguing subject line? You are to make it brief, sweet, clear, and to the point. According to OptinMonster, 33% of users open emails only because of the subject line. So if you can’t get that right, you’re potentially losing sales (and leads).

How often do you start a day by reading your email? Most of us are expected to spend 10-20% of our workday on email, but how many of us enjoy opening them in our inbox? The fact is that most emails are mundane, boring, and even annoying. Fortunately, it’s easy to set yourself apart from all those other messages cluttering up your friend’s email account by writing professional emails with a great subject line.

A great TIP: Good copywriting skills are essential if you want to learn how to write emails professionally. Since people are constantly bombarded by promotional messages via social media and emails, they often tend to ignore them all or just delete them.

But imagine how much attention a promotional message would receive if it were written well with a hard to ignore subject line? Wouldn’t it stand out from every other nonessential communication? 

Therefore, be highly creative about writing your subject line and most importantly, test. Test different variations of your subject lines and see which one yields a better result

2. Writing Greeting/Salutations

You start your email with a salutation, which is usually a good idea if you don’t know your recipient well (although a lot of people just use their first name).

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Your email’s greeting or salutation will most likely be determined by the sort of email you’re sending. If you’re sending a mass mailing, something like Dear Recipient will help you be as impersonal as possible.

If you already have a relationship with a receiver, though, you should address them by their first name. Some people may be hesitant to address someone by their first name outside of business interactions, but don’t be!

It’s all about making that personal connection which can eventually lead to more opportunities down the road. For example, Hello John – I hope that your holiday was enjoyable over these past few weeks. As previously discussed over dinner at Sally Smith’s house last week, I wanted to get in touch regarding potential partnerships between our two companies…Again John, thank you for taking time out of your schedule to help me out with my project last week; it is greatly appreciated!

3. Writing The Body

The body of your emails is the heart of your emails. It can make or Mar your email marketing efforts and it’s the stage where you show if you really know how to write emails professionally.

Let’s face it: Email has overtaken snail mail, social media, texting, and pretty much every other way to stay in touch. According to a survey by Campaign Monitor, 71% of U.S. adults check their email first thing in the morning (and more than half of us check our email before breakfast). People check their emails almost 40 times per day on average—that’s about 6X per hour!

Most people fall back on casual, chatty emails when they’re communicating with colleagues or clients. While that tone might seem appropriate, it isn’t professional.

The goal of every written communication is to get your recipient to do something—if you’re already on a first-name basis, you won’t sound authoritative enough to convince your audience to take action.

Keep in mind that people scan rather than read emails when composing them. If you want your email to be read, it must immediately grab the recipient’s attention. This demands keeping things short and simple while also ensuring that others understand what you’re trying to say.

Explain why you’re writing or how you’re related to them to add a personal touch. To stand out from the crowd, include shared hobbies, clients, or projects in your email.

Your emails should also be easy on the eyes; check for spelling mistakes, use high-quality images (and relevant ones at that) and try to limit font sizes—people don’t like having to zoom in just to read something! Use bolded and italicized fonts sparingly as these tend to draw attention towards themselves rather than emphasizing important points. 

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Whether you’re sending out promotional emails to your existing list of contacts or inviting someone new into your fold, knowing who you’re talking to is vital to achieving your objectives. After all, no one wants to feel as though they’ve been flooded with information.

If your email runs on for multiple paragraphs without giving your recipient something specific or actionable to do at each point, you’re missing out on an opportunity to engage with potential customers.

Here are some tips: 

  • Use CTA words like buy now, sign up now etc.
  • Keep it simple. People don’t have time to read long-winded emails so keep it brief. Emphasize your most important points early in your message so readers don’t lose interest halfway through.
  • Focus on value! Every good email should add value for its recipient, whether by saving them time, money or making their lives easier in some way.
  • Consider adding images! Using images along with text increases conversion rates by 21%.
  • If you use lengthy content, break it into easy-to-read paragraphs. It makes reading more enjoyable and helps with skimming which means more people will likely read all your content.

4. Sign-Off or Final Salutation

A sign-off is something you do at the end of an email, like Sincerely or Best Regards. No matter what you do, your email should always have a sign-off or final salutation. Other common choices for sign-offs are: Sincerely, Respectfully, Best Regards, Warmest Regards, Yours Truly.

Some professions may also have industry-standard abbreviations for sign-offs; it never hurts to check beforehand. 

While these are OK, you can get creative and personalize your emails with phrases like Kind Regards, Warmest Regards, Cheers! (if communicating with someone in England), and so on.

Finally rememberto include a signature line at the bottom of each email that provides your name and, if applicable, contact information. This is vital since it allows readers who may need to contact you to quickly find your contact information. All of this demonstrates that you have mastered the art of professional email writing.


If you have an email list, emails are generally the best way to communicate with your subscribers. Email marketing can help you strengthen ties with current customers while also introducing your business to new ones.

However, not all emails are made equal, and some tactics work better than others – that’s why we’ve put together this tutorial on how to write emails professionally, which will provide you with the knowledge you need to make your emails attractive and get better results!


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