How to Write Professional Emails That Get Results

Email remains the backbone of professional communication. Whether you're reaching out to colleagues, clients, or partners, a well-crafted email can make the difference between getting results and being ignored. Here's how to write emails that work.

Start With a Clear Subject Line

Your subject line determines whether your email gets opened. Make it specific and action-oriented.

Weak Subject Lines:

"Question"
"Following up"
"Quick thing"

Strong Subject Lines:

"Project X: Deadline extension request"
"Meeting recap: Action items for Q2 launch"
"Approval needed: Marketing budget by Friday"

Structure Your Email for Scanning

Most people scan emails before deciding to read them fully. Structure yours accordingly:

Opening Line: State your purpose immediately Body: Provide essential details Closing: Clear call to action

Example:

I'm writing to request your approval on the Q2 marketing budget.

The proposed budget is €45,000, a 10% increase from Q1. Key investments include social media advertising and content creation. Full breakdown attached.

Could you review and approve by Friday? Let me know if you have questions.

Keep It Concise

Respect your reader's time. Every sentence should serve a purpose.

Before:

I wanted to reach out to you today because I was wondering if perhaps you might have some time available at some point next week when we could potentially schedule a meeting to discuss the upcoming project that we've been working on together.

After:

Do you have time next week to discuss the project? I'm free Tuesday or Thursday afternoon.

Choose the Right Tone

Match your tone to your relationship and context:

Formal (new contact, senior leadership):

"Dear Mr. van Berg,"
"I would appreciate your guidance on..."
"Kind regards,"

Professional (colleagues, established relationships):

"Hi Sarah,"
"Could you help me with..."
"Best,"

Friendly-professional (close colleagues):

"Hey team,"
"Quick question—"
"Thanks!"

Be Specific With Requests

Vague requests get vague responses—or no response at all.

Vague:

Let me know your thoughts.

Specific:

Could you review section 3 and confirm the budget figures are accurate by Thursday?

Use Formatting Wisely

Break up dense text with:

Bold for key points
Bullet points for lists
Short paragraphs (2-3 sentences max)
White space between sections

Handle Difficult Topics Carefully

When delivering bad news or addressing conflicts:

Lead with facts, not emotions
Acknowledge the other perspective
Propose solutions
End on a constructive note

Example:

The project deadline won't be met due to unexpected technical issues.

I understand this impacts your planning. We've identified two options: a partial delivery on the original date, or full delivery one week later.

Which approach works better for your team? Happy to discuss further.

Proofread Before Sending

A quick checklist before hitting send:

[ ] Is the recipient correct?
[ ] Is the subject line clear?
[ ] Did I state my purpose in the first sentence?
[ ] Is there a clear call to action?
[ ] Have I checked for typos?
[ ] Are attachments actually attached?

When to Pick Up the Phone

Email isn't always the right choice. Consider calling when:

The topic is sensitive or emotional
You've exchanged more than 3 emails without resolution
Immediate feedback is needed
Building rapport matters more than documentation

Good email writing is a skill that improves with practice. Focus on clarity and respect for your reader's time, and your emails will consistently get the results you need.