10 Rules for Writing Professional Emails

Objective

Being able to write professional emails is very important 
to make a good impression about yourself and for 
efficient communication with others.
10 Rules for Writing Professional Emails

1. Always include a meaningful and informative heading in the subject line along 
with a brief outline of what the email body will include. 
2. Always address the reader in a professional manner. See the example on how you 
could address them. 
e.g. 
 Dear Ms. Rose,
 Dear Mohammed,
 Dear Sir,

3. Always check your grammar before sending and never use slang/ text 

speak/colloquiums. 
10 Rules for Writing Professional Emails

4. Always keep language professional. If necessary ask a colleague to proof read or

revise before you send the email.
You can use any online translation tool where necessary. You might also consider a
Google search for any specific expressions that might help.

5. Always use paragraphs. It helps the receiver to understand the message.

6. Always Use Simple English. Where possible avoid using very long sentences and big
paragraphs.
10 Rules for Writing Professional Emails

7. Don’t use all capital letters or all small letters unless referring to a known 
acronym or term that is familiar to the reader.

8. Always remember to use ‘Please’ and ‘Thank you’.  

9 ‐ Add a signature block at the end of the email to ensure the reader has details 

on how to contact you. 

10 – Be careful when “Reply to All” . Check the copied people. May be you don’t 

want to reply to all of them. Replying to all without checking might be repeating 
a mistake which the original email sender made by copying irrelevant people to 
the email subject.
10 Rules for Writing Professional Emails
Bad Examples
10 Rules for Writing Professional Emails

Good Examples
Final Tips
 Ms. is a title of respect before a woman's name or
position that does not indicate her marital status.
It’s widely used as a substitute to Mrs. or Miss.
Example: Dear Ms. Suzan
 Writing an email for internal communication within
the same department is good. However, please
consider face-to-face discussion first, then may be
followed by an email where required. Face-to-face
discussions are much more efficient in team work
environment.

 Too much “back and forth” emails about the same

subject is a sign of inefficient communication. In
such cases please consider Face-to-face discussion
which can clear and close the subject.
 Avoid using “All capital” writing.
In emails etiquette, online chats and/or forum
posts, writing in All Capitals is the online
equivalent of shouting.
example: IT’S REQUIRED TO ADDRESS OUR
CONCERNS ASAP