How To write up emails Professional

The e-mails of businesses are a pillar of the modern communication. In a day anyone, the office employee average receives more than 80 e-mails.

That is much communication.

Although we sent many e-mails, many of them are not effective. The inbox worldwide contains messages of e-mail difficult to read or to process, because the adressee does not know clearly how to respond or to act. Pass to its e-mails of businesses does not leave that him. The label, the style and the format are essential to write e-mails that obtain results.

This article will emphasize the best practices and it will guide it through an effective commercial e-mail, step by step. When integrating these methods in the preparation of their e-mail, will write better e-mails and will improve the general communication. 

Four questions nail:

There are four questions that must consider when beginning to write up a commercial e-mail:

1. Who is my public?

In all the commercial writing, the hearing is the main consideration. For whom you are writing will determine how you write your e-mail. The reader will determine the tone, the formality and the content of the communication.

The reader of his e-mail can be his colleague, client or supervisor. Each reader will have a different bottom, knowledge of the project and priorities. He can use the abbreviations of the project with a colleague who has the same deep knowledge of the project that you. Those same acronyms will be confused for an executive who needs an update for the prognosis the budget.

With its hearing to the vanguard, always a more effective e-mail will write.

The hearing includes to all the people including in the fields of the sender. This includes For: , CC:. and BCC: fields, but the main approach must be in those in the field For. To write for the hearing also means to use these fields correctly.

The field €˜For: €™ it is for the direct hearing that needs to respond or to take measures from the content the e-mail. Field €˜CC: €™ it is for the readers who need to receive the by email electronic conversation for reference or clarity, but do not need to take action nor to respond. Field €˜BCC: €™ it is for the hearing that only need to see the initial e-mail and no of the last chains of answers.

The incorrect use of the fields of the sender is a common error of enterprise e-mail. It happens when the hearing and its rolls are not considered carefully.

The USA the Bcc field very judiciously. Often he is better to resend an e-mail separately, with a brief declaration of why it is sending this information.

2. Which is the intention?

An e-mail must have an intention. And it must have a single intention.

This practice of e-mail is called the €œrule of a thing€.

Each e-mail must only cover an element, task or specific request. To cover multiple actions in an e-mail can cause to confusion and inefficiency. An e-mail does not have to include notes of revision of the report of the client and a question of programming for the quarterly meeting. This scene requires two separated e-mails.

When limiting the e-mails a thing, the adressee is easier to understand, to process and to act. This clarity increases to the understanding and the productivity.

Actually, sometimes we must request several data related to the same subject. In this case, it uses a numbered list to clarify to his reader who the request has components. This will help its reader to respond easily and will guarantee that it receives all the details that need.

I need that you review these three elements before sending the sketch to the production equipment:

  1. Content
  2. Design
  3. Election of color

3. It is necessary east e-mail?

There is a tendency on-to communicate by email electronic. Although the e-mail is efficient and provides a sign of electronic paper, all the communications do not have to happen by email electronic.

Ask yourself: €œIt is really necessary east e-mail€ Perhaps a fast call or ping to the messenger of the company is more appropriate. If it is waiting for a pile of advances in the subject, a brief conversation can eliminate one long chain of e-mail.

The correct channel chooses to send information. The e-mail is brilliant, but it is a channel.

4. Is appropriate the e-mail?

The e-mail can be used in many scenes, but not always he is appropriate.

If it is notifying bad, do it in person or you store the e-mail carefully. An e-mail is impersonal and is difficult to transmit empathy or compassion.

By email electronic the sent confidential information accidentally runs the risk of being shared. There is a pile of cases of e-mail misfortunes, that go from funny to serious. If the information is a personal communication or a personal opinion, it considers if she is appropriate for an e-mail. If it does not want that one shares accidentally, it thinks about how it is sent in the first place.

If he is not safe if an e-mail he is appropriate, ask yourself if one would feel comfortable with that e-mail projected in a meeting. The meeting they attend its head, all future heads and their mother. If it passes this test, then send it. If no, it is probable that there is something is not appropriate.

Style of e-mail

The e-mails of businesses have a very specific style. They are professional but brief. They must be written to be skimmed, but with sufficient information to allow a complete answer.


To find the correct tone can be the greater headache when writing up an e-mail. The tone changes according to your hearing. It can be formal or friendly, but always he is professional and it always must agree with his hearing.

The courtesy often can be ignored in the efforts for being brief in the e-mails. Nevertheless, please and thanks would have to be including whenever he is appropriate.

It avoids ALL THE CAPITAL LETTERS, because it sounds as if it was shouting (and it could send his e-mail to the folder of mail nonwished). If it would not shout the declaration in person, it does not shout it in an e-mail. In his place, it uses cursive, underlining or bold to emphasize important points.

Example: the requests of vacation must appear with at least two weeks of anticipation.

It observes the rough tone if the text in bold interchanges by capital letters: the requests of vacation must be sent TWO WEEKS AT LEAST In advance.

An exception: it uses capital letters in the headed ones of the e-mails when it writes to any organization who eliminates format HTML of the e-mail. The military, the military schools and some financial institutions with strict protocols of security often eliminate format HTML.

The headed ones are very useful for the readers. They allow that a reader leafs through and finds information easily. They are the best weapon of a writer of businesses against the information overload.

It avoids the excessive use of score or emojis. The exclamation mark must be used with moderation! The Emojis continue having a more important paper in the digital communication and several guides of style have approved their judicious use in the commercial writing. Itself the rule of only using them after the other part has sent one. They never must be used in formal commercial e-mails. 


The e-mails are designed to be hidden, reason why they must have sufficient space in target to help the reader. It uses shorter paragraphs, ready and emblems to make agile the information. And, it uses headed to divide concepts and to allow that a reader leafs through.

In addition, the strange format copied of other documents or e-mails can be relaxing. In order to have a perfect format for his e-mail, it eliminates the text format of the new content using the function To eliminate or Format of his e-mail client.

Here they are the more common characteristics of format and how to use them.

Source: the source is the font that must choose for its e-mail. Serif is better to choose sans (a font sans-serif decorative in the end), since they are more modern and simple and easy to read in screen. Also they are easier to read in a small size. Gmail uses Sans predetermined Serif as. Also Arial, Helvetian, Tahoma, Terbuchet MS or Verdana can use.

Size of the text: it must try to maintain his e-mail in the normal size. This is between 10-12p.

Bold: it can use bold headed and to emphasize important text. The text in bold draws attention of the readers when they scan the e-mail.

Cursive: the cursive one is a smoother form to draw attention on a text area. They are used to put emphasis in an area of an oration. They do not cause that the words stand out when the user scans a page since he makes the text in bold. The cursive ones also must be used for complete work titles.

Underlining: the text underlining can be confused easily for a connection. When writing an e-mail, is better not to use text underlining to draw attention on an area of an e-mail. He is better to use cursive bold or.

Color of the text: it must avoid the use of multiple text colors in an e-mail, since it attracts the attention towards multiple locations and seems professional little. It is probable that its program of e-mail causes that their hyperbonds are blue.

Alignment: the enterprise writing uses text that completely is flush left. Academic Scripture bleeds the first oration of a paragraph five spaces. In the commercial e-mail, never it will have to bleed the beginning of a paragraph.

The users scan the pages in a landlord in the form of F. When changing the alignment causes that it is more difficult the reader to leaf through. 

Numbers: the use of one lists numbered can help to organize the content where the sequence is important. For example, if it were describing the steps, it would wish to use a numbered list.

Points of emblem: the emblem points are an excellent way to create spaces in target in their page and to draw attention on related elements. The bullet points work better for disorderly lists.

Indent More: in the commercial e-mails, it does not have to bleed the first oration of a new paragraph. A line jump represents the beginning of a new paragraph. The button more drain allows him to add a drain to the text. This is useful in rare occasions when it wants to indicate that some information is a subgroup than it preceded it. It creates a visual indication of which the bled information is less important.

Indent Less: This allows him to move its content to the left

Text of the appointment: if one talks about to the text of the appointment, it must use the text function of the appointment. It provides a slight drain to his content and a gray verticalline to the left. This shows to him the readers who you are mentioning text.

To eliminate format: if it is sticking text in his e-mail, he is vital that uses the function of format elimination. Otherwise, it will stick the text styles and it will be obvious for his reader who copies and sticks that text. In order to use this function, it selects the text that wishes to eliminate the format. Soon it clicks in the button To eliminate format. 

General description of the e-mail

We analyze each section of a commercial e-mail to emphasize the best practices so that it implements them in its writing. 

Line of subject

The line of subject is the mini-summary of its e-mail. It provides the greater opportunity to assure than their e-mail is read. The objective of a line of subject is to obtain that his reader opens the e-mail without deceiving it. Also it is the place where the errors more commonly are committed.

It thinks about it as the holder of his e-mail. It must be a general description of the content of 3 to 8 words.

The lines of subject that are too brief or too long cause confusion. If it causes that the e-mail seems difficult or confused to respond, is possible that the adressee does not open it immediately or does not open it.

Bad examples:


€˜For its revision€™

€˜Questions on the request of extension of the date limit of the report of objectives of yield of the expansion €œfor the meeting of the client

Good examples:

€˜Its order of BookShop gives the 2 of December€™

€˜Revisions of the report of the client: Please p.m. reviews before the 4€™

€˜Extension of expansion report is asked for until Friday€™

The e-mail clients also will review the line of subject in search of Spam signs. This is especially important for the equipment of sales that can be e-mail clients cold. Certain terms are indicating of Spam algorithms and can filter to a folder of mail nonwished. It avoids to use words as €˜Sales€™, €˜Please, it reads€™ or €˜Benefits€™, or has subjects of a single word.


Your greeting must be professional and concise. He is always preferable to go to the adressee using his name, but not always it is perhaps possible.

Good afternoon,


Dear Mrs Jones:

Hello Jeff, (greeting format)

Hello Jeff. (oration format)

Brief Pleasantry

If it is sending an e-mail to somebody for the first time, its line of opening could be one pleasing connection between you and the adressee. An oration would have to be sufficient. I indicate how you connected yourself. This reminder will give to the reader the context him for the following information.

€œHe was brilliant to know you in the event networks last night€.

If it has received something of the adressee, it offers his gratefulness. It could simply be a gratefulness by a supply of attendance, on the one hand interesting of the content that shared or to read the e-mail.

€œThanks to share its article on management strategies. The findings are valuable.

€œEsteem that you have taken the time to help me with this project€.

If you want to maintain it generally, good desires will serve to you.

€˜I hope that you are well€™

It omits a nice greeting if one has communicated recently or frequently.

It has much taken care of when exceeding the jokes at the beginning of the e-mail. The intention of its e-mail must be the open beginning. Line remembers acronym BLOT €“ inferior in the part superior. What you want that your reader knows or does? That is the most important opening.


As it were indicated previously, each e-mail must only approach a thing, an intention. This task, request or information must appear clearly and directly after the affection. This is the line inferior of BLOT in the part superior.

Concise and direct. It does not hide his request or it can easily be ignored or be ignored.

€˜Please, it sends his commentaries on the budget€™.

€˜You can at the meeting participate in launching of the project the next Thursday?

€˜It had some revision to the final report€™

Acronym BLOT €“ Bottom Line On Top remembers 

Additional information

Some commercial e-mails can require additional information for the reader. It could be a explanation on the task, a connection to resources or examples, or another useful information. This information must be including carefully. Directly excellent content is only due to add. 

Call to the action

Near the end of the e-mail, it includes a call to the specific action. The e-mail is being sent to carry out a task. The call to the action does not have to leave any confusion as far as its request. It does not assume that the reader understands the wished result of the previous information. The e-mails can be misinterpreted easily if there is a gray area.

This declaration must include the specific action and the line of time. If it is sending the e-mail to several people, it clarifies the responsibility of the task naming directly to the wished person.

The explanation of tasks and expectations allows that the receiver responds of more effective way.

Bad examples: €œYou can order to you of this€

€œLet to me know what you think.€

Good examples: €œSarah: you can at noon send the survey to all the personnel for Friday, please€

€œIt would appreciate its commentaries on the agenda project. If it has some edition, send it tomorrow, Tuesday, to 10 a.m. €œ.

If it wishes a confirmation, it can formulate the call to the action as a question. If the call to the action is a notification that not necessarily requires an answer, it can structure the call to the action as a declaration.

Message of closing

The closing message simply indicates that the e-mail is complete. Although it is not a requirement in the writing of modern e-mails, a brief and educated phrase will complete very well its e-mail.

€˜Thanks for your time,€™

€˜I wait for your answer,€™

€˜Warm greetings,€™

Approval and signature

The end of the e-mail includes a signature of its name. The phrasing must agree with the formality of the e-mail.

More formal: Dr. John Smith

Dr. Smith

John Smith

Less formal and more common: Juan

Its signature of e-mail is an electronic calling card type that is enclosed to its e-mail. It must include the most important context and the details of contact of his reader. This it is the place to help to his reader with excellent information of contact or context, does not stop to presume or to insert philosophical appointments. The images and the logos can be useful, but it considers the size and the form in that they will appear in the movable devices.

Associates and I connect

All the attached archives or connections to which reference becomes must be included in the e-mail. It names the file so that clearly it is identified or it includes the title of the document between parenthesis immediately after it mentions it in the e-mail.

You do not cause that the reader looks for the information that needs.

Previously if an attached file were sent to the adressee, adjúntelo again anyway. This way, they can easily accede to the information instead of Search in his inbox. By all means, it verifies that the file is attached and correct. To forget to include an attached file requires an unnecessary answer (and shameful) That asks for it, which can delay the work.

The connections can direct to the reader to websites or directories of Intranet. These hyperbonds can be long and to distract the text of the e-mail. In its place, to integrate the hyperbond in the existing oration.

Badly example: it can find more information on our service of design Web in:

Good example: the service of design Web that we offer will be to him of utility for its strategy of business.

Also it must prove the connection to make sure that it opens the correct site.


Once its e-mail is compound, it does not click in sending. Still.

Take yourself a little while to review his e-mail. It verifies if there are grammar or orthographic errors. The typesetter errors suggest negligence and even they can transmit incorrect information.

It returns to verify the dates, hours, names, connects, attached archives and other specific details.  

It verifies three times that the correct adressees are in the fields of the sender.

Our favorite (free) Hacks of e-mails

To undo To send

Sometimes you have clicked in sending and soon it remained out of breath of horror? Perhaps it is €˜I did not want to be sent it to that Brad! €™ situation. Or perhaps he is less shameful but still annoying €œI wanted to include to Brad in that e-mail! € script.

Luckily, some e-mail clients have found a solution to this possible shame with the addition €˜To undo shipment€™.

to undo-enviar.png

In Gmail, you can qualify this function in Configuration. He can choose between a period of cancellation of 5 to 30 seconds.

In OutLook, envoy to an adressee with an account of Exchange in the same organization can reclaim an e-mail nonread. This characteristic will not work actually because, if somebody read it, it cannot be recovered. In this case, simply it resends the e-mail with an error and indicates his excuses and explanations.

Answers tinned in Gmail

You send the same mail time and time again? It saves time using the answers tinned in Gmail.

This function allows him to keep e-mails standard. When it wishes to send the standard answer, simply it selects his group prepared favourite in the window To write up. Also it can form tinned answers automatically to send them to the incoming e-mail with specific details.

Filters and folders

It is his overwhelming inbox? The careful use of the filters and the folders can help to reduce the stress of the e-mail.

It can even label and e-mails of color codes of specific people or even of complete domains. These labels will allow that the e-mails are filed easily once read.

It can form filters to mark automatically as read or to file e-mails of reference of low priority, as an update of delivery pursuit.

A small investment in the time of configuration will provide time savings in the long term. 

To program e-mails with Boomerang

It works behind schedule, but it wishes that its e-mail arrives first thing at the inbox of its client in the morning?

It can program e-mails to send the future to one hour specific in using the complement Boomerang.

Precaution: if it is sending information to the adressees who report to him, he does not send e-mails at the very end of afternoon because they can create a work expectation the 24 hours, the 7 days of the week in all their equipment. It programs the e-mails to send at the beginning of the zone times of work.

Keyboard shortcuts

To write up an effective e-mail of businesses has been time. Nevertheless, it can save time using keyboard shortcuts. It keeps the clicks when selecting e-mails, marks as not read, it adds a hyperbond more and. A look throws to the direct access of Gmail and Outlook.

The e-mail of pursuit is opened

If sometimes it has sent the e-mail: €œI am only verifying if it received this€, then it would have to use the e-mail pursuit.

An ample range of accessories of e-mail and applications exists that will rake if the adressee opens his e-mail.


The volume of e-mail that we received and we sent sometimes can diminish our motivation to write an effective commercial e-mail. It considers the four questions nails when preparing an e-mail. She Of a way writes that is concise but that it transmits clearly the information and the request to the reader.

Your reader, and their inbox, will appreciate it. 

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