Jessica Dahlberg
September 23, 2022
4 min read

Email Professionalism Tips

When it comes to professional communication, email remains one of the most widely used mediums. However, composing an effective and professional email can be a challenging task. In the fast-paced working environment, it is crucial to master the art of politeness and professionalism in email drafts. In this article, we will provide you with valuable insights and tips on how to write impeccable email drafts that leave a lasting impression on your recipients.

Polite Email Communication

Politeness is the cornerstone of effective email communication. Regardless of the urgency or importance of your message, treating recipients with respect and politeness is essential. Here are some key tips for maintaining politeness in your emails:

  1. Use appropriate greetings: Begin your email with a polite and professional salutation, addressing the recipient by their name or appropriate title.
  2. Be mindful of tone and language: Avoid using harsh or confrontational language in your emails. Maintain a friendly and respectful tone throughout the conversation.
  3. Express gratitude: Showing appreciation and gratitude can go a long way in building positive relationships. Don't forget to thank the recipient for their time, assistance, or any other favors.
  4. Use please and thank you: Including phrases like "Please" and "Thank you" in your emails demonstrates your respect and appreciation for the recipient's assistance.
  5. Proofread your emails: Taking a few extra moments to proofread your emails for grammatical errors and typos can help maintain a professional image.
  6. Respond promptly: Promptly responding to emails conveys your professionalism and respect for the recipient's time.

Email Etiquette Best Practices

Email etiquette plays a crucial role in ensuring effective communication. Here are some best practices to keep in mind:

  1. Use a clear and concise subject line: Your subject line should accurately reflect the content of the email and provide recipients with a clear idea of what to expect.
  2. Keep emails brief and to the point: Professional emails should prioritize brevity. Organize your thoughts and convey the main message concisely.
  3. Use proper formatting: Utilize paragraphs, bullet points, and headings to enhance readability. Avoid using excessive capitalization, bolding, or underlining.
  4. Be cautious with humor and sarcasm: Humor and sarcasm can easily be misinterpreted in written communication. Unless you have a close relationship with the recipient, it's best to avoid such tones.
  5. Avoid excessive use of exclamation marks: Overusing exclamation marks can make your email appear unprofessional or insincere.
  6. Consider the recipient's perspective: Before sending an email, try to put yourself in the recipient's shoes and think about how they might interpret your message.

How to Write a Professional Email

Now that we've covered some general tips, let's dive deeper into the process of writing a professional email:

  1. Start with a clear purpose: Before you begin writing your email, determine the purpose and objective of your message. What do you want to achieve with this email?
  2. Provide context: In the body of the email, provide a brief introduction, including any relevant context or background information.
  3. Organize your content: Break your email into clearly defined sections or paragraphs. This helps make your message easier to read and understand.
  4. Use a professional tone: Maintain a tone that is respectful, professional, and appropriate for the recipient.
  5. Be concise: Keep your emails focused and to the point. Avoid rambling or including unnecessary details.
  6. Use bullet points for clarity: If you have multiple points to convey, consider using bullet points. Bullet points help organize information and make it easier to scan.
  7. Proofread and edit: Before hitting the send button, make sure to proofread your email for any grammatical errors, typos, or formatting issues. Pay attention to clarity and readability.
  8. Use an appropriate closing: Sign off on your email with an appropriate closing, such as "Best regards," "Sincerely," or "Thank you."
  9. Double-check recipients and attachments: Before sending, double-check that you have included the correct recipients and any necessary attachments. This helps avoid any embarrassing or costly mistakes.

By following these steps, you can significantly enhance the professionalism and effectiveness of your email communication.

Email Productivity Tools

Mastering email professionalism also involves leveraging the right tools and techniques to streamline your workflow. Here are some email productivity tools that can revolutionize your email management:

  1. Gmail shortcuts: Familiarize yourself with Gmail shortcuts to expedite your email drafting, replying, and organizing tasks.
  2. Managing email overload: Utilize email filtering options and folders to prioritize important emails and minimize inbox clutter. Unsubscribe from unnecessary newsletters or mailing lists to reduce overload.
  3. Streamlining email communication: Consider adopting project management or team collaboration tools that integrate email communication. This helps centralize discussions and reduces the need for excessive back-and-forth emails.
  4. Automation tools: Explore automation tools like email schedulers, email templates, and email tracking software. These tools can save time and increase efficiency.
  5. Email management: Invest in email management software that provides advanced features like email analytics, snoozing, and follow-up reminders.

Draft meaning

In the context of email, a draft is the preliminary version of an email message saved for later completion or revision.

Email Drafts

An email draft refers to an unfinished or unsent email. Drafts allow you to save your progress while composing an email and provide an opportunity for final revisions before sending. It's good practice to make use of email drafts, especially when crafting professional emails.

Firstly, drafting an email allows you to carefully plan and structure your message, ensuring that it is clear, concise, and professional. It gives you the opportunity to review and edit your content, ensuring that there are no grammatical or spelling errors, and that your message is free from misunderstandings. Additionally, email drafts allow you to take your time and gather all relevant information or documents before sending the final version. This can help you avoid embarrassment or sending incomplete information.

Several elements are crucial in an email draft for professionals:

  • A clear and concise subject line that summarizes the purpose of the email is essential. It helps the recipient understand the purpose of the message and prioritizes their responses.
  • A professional salutation and a polite opening should set the tone for the email.
  • Maintaining professionalism in the body of the email is crucial. This includes using proper language, avoiding jargon, and being respectful and concise in your communication.
  • A professional closing, followed by your name, designation, and contact information, ensures that the recipient can easily respond or contact you if needed. By incorporating these elements, professionals can effectively communicate their message in a confident and respectful manner.

Email draft example

Let's take a look at an example of an email draft:

Dear [Recipient's Name],

I hope this email finds you well. I am writing to follow up on the project discussed during our meeting last week. I have attached the updated project proposal for your review.

Regarding the deadline, we have set it for next Wednesday, but if you require more time, please let me know, and I can adjust accordingly.

Additionally, I wanted to discuss our upcoming team meeting and suggest a few agenda items:

1. Project progress updates
2. Resource allocation discussion
3. Client feedback review

Please let me know if there are any other topics you would like to include.

Thank you for your attention to this matter. I look forward to your feedback and the successful continuation of the project.

Best regards,

[Your Name]

Remember, email drafts serve as an essential tool for composing professional emails effectively.

Email Draft Format

While email drafts can be formatted in various ways, it's essential to maintain consistency and clarity. Here's a suggested email draft format:

  1. Subject: Clearly state the purpose of the email in a concise and descriptive manner.
  2. Greeting: Begin your email with a polite greeting, addressing the recipient by name or appropriate title.
  3. Introduction: Provide a brief introduction, outlining the purpose of the email and establishing context if necessary.
  4. Main body: Organize your content into clear and distinct paragraphs. Use bullet points or numbered lists when necessary.
  5. Closing: End your email with a professional closing and your name.
  6. Attachments: If relevant, include any necessary attachments or supporting documents.

Using the suggested format can help you maintain a professional and organized email draft.


Mastering the art of politeness and professionalism in email drafts is an indispensable skill for professionals. By following the tips and best practices outlined in this article, you can elevate your email communication to new heights. Remember to always consider the perspective of your recipients and leverage the right tools and techniques to enhance your email productivity. With practice and attention to detail, you will become a master of email professionalism in no time.