How to write a professional email

Teach: How to write a professional email

What to say

A professional email says what it is about in the subject line, puts the main point or request in the first sentence, and keeps the rest to a few short lines. Make one clear ask with a deadline, close politely, and read it once before sending. If you are angry, write it, save it as a draft, and send it tomorrow if you still mean it.

What to show, in order

1. Write a subject line that says the topic and any action: Shift swap request for Friday.
2. Open with a short greeting and the main point or question in the first sentence.
3. Give only the background needed, in two or three short paragraphs.
4. Make one clear request with a date, such as asking them to confirm by Wednesday.
5. Close politely with thanks and your name, and a signature with your role and phone number.
6. Check who is on the email, and use reply all only when everyone needs the answer.
7. Read it once for tone and typos, and wait overnight before sending anything written in anger.

The check question

Ask: Where should your main request go? Answer: In the first sentence

From EveryManKnows. General information, not professional advice.