Professional Email Best Practices

Professional communication skills are important. Knowing how to draft a professional email is a soft skill that doesn’t go unnoticed.

Your Professional Email Guide

• Subject Lines are Important

  Clearly state what you are emailing about in the subject line. For example, if you are turning in a final project, requesting assistance, or even following-up with a coworker on a project, state that simply: “Final Wetlands Project Completed” or “Wetlands 101, Proof for Content Accuracy.” A generic “Final Project” or “Following up” can be confusing and could delay a response.

  Providing this summarized detail in your subject lines can also help if you need to search for specific emails later.
• Email Length – Shorter is Better

  Most people only read the first few lines in an email, so you will need to adjust your content to accommodate. State any actions or requests for information right away and provide additional details later in the email, only if necessary. Always be as concise as possible.

  Use bullet points to convey multiple ideas or to separate information. Remember, you are not the only email in the inbox, and people are often too busy to absorb long, dense emails.
• Email Length – Take Two

  That being said, your email should have some detail in it. An email is not a text message to a friend or a message on social media. You are communicating with other professionals.

  Provide enough context that your recipient will understand why you are emailing and won’t have to ask for more information or open all of your attachments to figure it out.
• Grammar and Spelling

  If you are writing an email,  you are likely using technology equipped with spellcheck, so make use of it. No one is perfect when it comes to editing, but it is good practice to review your emails before sending them. Check for grammar and punctuation each and every time.

  Simple grammar checks to ensure you are capitalizing names and organizations will make you look more professional. Extra tip: Always double check your spelling of names. Misspelling someone’s name is a mistake that stands out.
• Understand How to Use CC and BCC

  The carbon copy (CC) line is intended for contacts who only need to see responses, but do not necessarily need to respond. You may consider a CC for contacts who only need to see the email for awareness only. If you really want bonus points, consider organizing the CC recipients either by seniority, or by order of importance for that specific email.

  Use blind carbon copy (BCC) when sending a mass email, or one that does not require responses. You should also consider using BCC for recipients who may not want their email address shared with others in the email traffic.
• Know When to Reply and When to Reply All

  There are circumstances when “reply all” is the best course of action, but it isn’t for every email. No one wants to read emails from 20 people saying “congratulations on your promotion!” when it wasn’t your promotion.

  Ignoring these emails can be difficult, and with 100+ other emails coming in daily there are more important emails to focus on. Refrain from hitting “reply all” unless you really think everyone on the response list needs to receive the email.
• End Professionally

  When signing off, it is best to use a common, professional closing such as “Best” or “Regards,” or even “Thank you.” Avoid using casual closings or none at all. Never sign your name all in lowercase, as it makes you appear younger. Consider including a professional email signature, even if your school or organization doesn’t require it.

  Specify your title, organization or school name, and additional contact information. Not only is it helpful, but it is also a convenient way to include your LinkedIn profile or other professional social media links.