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Professional Email Writing Guide

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4 Core Principles of Effective Emails

1
Clarity First

Write like you're speaking to a friend

  • Use simple, everyday language
  • Avoid jargon and buzzwords
  • One idea per sentence
  • Short paragraphs (2-3 sentences max)

2
Purpose-Driven

Every email should have a clear goal

  • State your purpose in the first sentence
  • Use specific subject lines
  • Include a clear call-to-action
  • Remove unnecessary information

3
Respectful Tone

Match your tone to your relationship and context

  • Consider your audience
  • Use appropriate formality level
  • Be positive and professional
  • Show appreciation and gratitude

4
Action-Oriented

Make it easy for people to respond

  • Be specific about what you need
  • Set clear deadlines
  • Offer multiple options when appropriate
  • Follow up appropriately

Perfect Email Structure

1

Subject Line

Clear, specific, and under 50 characters

Meeting recap: Next steps for Q1 project
2

Opening

Greeting and context in 1-2 sentences

Hi Sarah, Thanks for the productive meeting yesterday.
3

Body

Main message broken into scannable sections

Here are the three action items we discussed...
4

Call-to-Action

Specific request with deadline

Could you send the budget by Friday, March 15th?
5

Closing

Professional sign-off

Best regards, [Your name]

Do's

  • Use clear, specific subject lines
  • Keep emails under 150 words when possible
  • Use bullet points for multiple items
  • Proofread before sending
  • Include context for forwarded emails

Don'ts

  • Use vague subject lines like "Quick question"
  • Write emails when you're emotional
  • Use "Reply All" unnecessarily
  • Send emails without a clear purpose
  • Ignore typos and grammar mistakes

Subject Line Examples

❌ Weak Subject Lines

  • "Quick question"
  • "Meeting"
  • "Important"
  • "Follow up"

✅ Strong Subject Lines

  • "Budget approval needed by March 15"
  • "Q1 review meeting - April 3rd at 2pm"
  • "Action required: Complete training by Friday"
  • "Proposal feedback from yesterday's call"

Common Email Templates

📋 Meeting Request

Subject: Q1 Planning Meeting - March 15th
Hi [Name],

I'd like to schedule our Q1 planning meeting to discuss project priorities and resource allocation.

Would March 15th at 2:00 PM work for you? The meeting should take about an hour.

Please let me know if you need to reschedule.

Best regards,
[Your name]

📄 Follow-up Email

Subject: Next steps from our meeting yesterday
Hi [Name],

Thank you for the productive meeting yesterday. Here are the key action items we discussed:

• [Action item 1] - Due [date]
• [Action item 2] - Due [date]

I'll follow up next week to check on progress.

Best regards,
[Your name]

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