Dos and don'ts of professional emails

Email is where professionalism shows most, because it is where rushed writing happens most. These dos and don'ts keep your emails clear, courteous, and acted on.

Do

• Do write a specific subject line. Name the topic and, where useful, the action you need ("Question about the Q3 report — deadline"). A reader should know what the email is about before opening it.
• Do state the reason at the top. The first sentence should say what this is about. Do not make the reader scroll to find the point.
• Do make the ask clear and easy to answer. Say exactly what you need and, if you can, give options so the reader can just pick.
• Do use a professional greeting and close. "Hi [Name]" and "Thanks" are enough at work. Match the formality to the relationship.
• Do proofread before sending. Typos and grammar slips read as carelessness, especially in a job or client context.
• Do think before you hit reply-all. Check who actually needs to see it.

Don't

• Don't use a vague subject line. "Quick question," "Hey," and "Re: the thing" waste the reader's time and read as sloppy.
• Don't bury the point. If the ask is in the third paragraph, or implied, the reader has to work for it — and may not bother.
• Don't pad with politeness. "I hope you're well, hope the weekend was good, just wanted to..." adds noise. Be warm but get to the point.
• Don't be aggressive or emotional in writing. Email has no tone of voice. If you are upset, wait, or pick up the phone.
• Don't write a wall of text with no ask. Long, dense emails get skimmed or ignored.
• Don't send when you are angry. Write it, wait, re-read, then send.

The quick test

Could the reader, in one glance at the subject line, know what this is about? Could they reply in one line? If not, tighten it.

Checklist

• My subject line is specific.
• I state the reason in the first line.
• My ask is clear and easy to answer.
• I cut the padding.
• I used a professional tone and checked the reply scope.
• I proofread before sending.