This era of overstuffed inboxes calls for efficient, effectively formatted emails.
Learn to format emails for various professional situations and study example email templates to ensure your professional communications cut through the noise.
How to format a professional email
Professional emails should be straightforward. Each sentence sets up the next for a clear, concise message that facilitates an easy response. Here’s how to structure a business email:
1. Subject line
The subject line is an email preview. In 10 words or less, it should convince recipients to open the message. Give your recipient a reason to open your email by capturing their attention with a question or a preview of what’s inside. And be sure to avoid using all-caps, which can trigger spam filters.
Here are some examples of effective subject lines:
- “Nice chatting, Jane! Here’s that info I promised” for a sales call follow-up email.
- “Time off request: March 10, 2025” for an email to a manager requesting vacation time.
- “Partnership with Limited, Inc.?” for an email to set up an introductory call with a potential vendor.
2. Greeting
You can start most emails with “Hi” or “Hello.” Save “Hey” for casual situations and “Dear” or “Good morning/afternoon/evening” for formal ones.
It’s OK if you know your recipient’s title but not their name. For example, leading with “Dear Wholesale Manager” can still get your message to the right person.
To soften the tone of your email, provide a secondary greeting such as “I hope this email finds you well” or “I hope your summer’s off to a great start.” When emailing recipients you’ve never met, introduce yourself and explain why you’re reaching out. Did you catch their brilliant talk at a conference? Do you have a question about their product catalog? Do you have a mutual connection? Now’s the time to say so.
For example:
Hi Jane,
I hope this email finds you well. My name is Carla, and I own ecommerce beauty brand [company name]. Our mutual friend Linda Smith suggested I reach out to you.
3. Email body
Respect your recipient’s time by communicating briefly and clearly. Include only relevant content in the body of your email.
Consider breaking your note into two or three short paragraphs instead of one long one, aiming for two to three sentences and one message per paragraph.
To establish rapport in your email replies, mirror your sender’s tone and style.
For example, suppose you’re replying to a casual note with language such as “no worries,” contractions like “don’t,” and abbreviations like “lol.” A formal greeting such as “I am writing to inform you” may feel cold. Instead, match the sender’s tone with a friendly reply like “Thanks for reaching out!”
4. Conclusion and call to action
A conclusion is an opportunity to gently suggest next steps—“Looking forward to learning more about your offerings”—or make a direct CTA, or call to action—“Let me know if you have 15 minutes for a call this week.”
The more specific your CTA, the likelier your recipient will respond as you wish.
5. Sign-off
A professional email signoff signals legitimacy.
Professional email signatures include:
- A closing line like “Best,” “Sincerely,” “Cheers,” or “Thanks”
- Your full name
- Your job title, followed by your company name
- Contact information, such as your phone number or social media handle
Tip: Automating your email signoff to include your contact information and company website makes emailing easier.
Professional email format example
Here’s a template for composing a professional email:
Hi [name],
This is [your name] from [company]. I hope you’re having a good week. I was inspired by your talk on [subject] at [place/event name] last week!
I’m putting together a panel for [event name and details]. Are you interested in participating?
If so, please let me know if any of the times below work for a 15-to-20-minute call: [list available times or insert a calendar scheduling link].
Best,
[your name]
[job title, company name]
[phone number]
Types of professional emails, with examples
Professional emails are contextual: Are you communicating with an employee or your boss? A customer or a potential partner? Thousands of strangers or just one? Are you paying a compliment or filing a complaint? Your message and audience will inform the content of your email.
Here are some common types of professional emails:
Cold email
A cold email establishes a connection with someone you haven’t met. There are several use cases for cold emails, from contacting sales prospects to finding vendors to initiating brand partnerships.
Personalizing cold emails is essential. Marketing agency Woodpecker reports that the response rate for cold outreach is only 7%, but it jumps to 17% when emails include advanced personalization (i.e., details beyond {{first_name}}, {{company_name}}).
If a mutual connection referred you, mention it in your introduction, as it can elevate your status to the recipient and encourage a response.
Be precise with your cold emails so it’s obvious to readers that the message is for them and not a generic note you’re sending to hundreds of others.
Here’s an example of a cold email:
Dear [name],
I hope this email finds you well. My name is [your name], and I founded Atlanta-based online clothing retailer [company]. I’m reaching out about a potential design collaboration for a line of t-shirts featuring original art from local illustrators.
I saw your work in the magazine [publication name] and think you’d be a great fit.
I’ve included a calendar link with possible times in the next couple of days to discuss this partnership. If none of these work, please suggest a time that will.
Sincerely,
[your name]
[job title, company name]
[phone number]
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Follow-up email
Follow-up emails drive conversations or initiatives forward. You might send them to recap meetings or conversations, answer questions, provide context, or remind stakeholders of impending deadlines.
For example, perhaps you met a prospective wholesaler who asked for information about your supply chain. You might send a follow-up email with the details.
When you follow up, briefly summarize your last relevant interaction. Bullet points help you concisely capture action items. If you’re asking for something, include a clear call to action.
Hi [name],
Here’s a recap of today’s action items:
- I will share the five new patterns for our spring collection with you by Friday.
- You will share a list of your available fabrics and a production timeline by Monday.
As discussed, I’ve also attached details on our supply chain.
I’m looking forward to speaking again on Friday, March 13.
Best,
[your name]
[job title, company name]
[phone number]
Thank you email
Thank you emails can leave a lasting positive impression when genuine, so be heartfelt and specific. You can also use a thank you email to provide follow-up information. Suppose you’re showing gratitude for a donation—the thank you email might include details about how the donor’s contribution will be used.
If there are clear next steps, mention them. If there aren’t, end on a warm note like “Looking forward to seeing you at [event name]” or “Let’s keep in touch.”
Here’s an example of a thank-you email:
Hi [name],
Thank you so much for taking the time to meet with me on Saturday. I appreciated learning about your founder’s journey. Your insights inspired me to start drafting a pitch deck for my product idea. I’d love to send it to you when it’s ready.
Thank you again,
[your name]
[job title, company name]
[phone number]
Sales pitch
Delivering a sales pitch requires thick skin: You have a few moments (or, in this case, paragraphs) to catch the recipient’s attention and spark interest in your product or service. Be prepared to receive no’s or—worse—radio silence.
No one wants to read long emails, so keep yours short and focused on your reader’s needs. Start your email by telling the recipient how you’ll address their pain point. For example, if you’re a freelance photographer charging modest fees, you might start by asking the reader if they use stock photography because they assume they can’t afford custom images. Then, let them know that you provide bespoke photos at stock rates. Finally, ask them to take a reasonable next step, such as responding.
Here’s an example:
Subject: Feeling stuck with stock photography?
Hi [name],
Do you use stock photography on your website because you’re on a budget? I get it—many photographers charge upward of $1,000 for a single shoot.
I started my photography business to help new brands get custom photography without breaking the bank. To date, I’ve helped 30+ small businesses get their first set of branded photo assets for less than $450.
Would that level of investment fit into your marketing budget?
Thanks for considering,
[your name]
[job title, company name]
[phone number]
Best practices for writing a professional email
- When in doubt, be formal
- Write as you speak, then edit
- Make it scannable
- Prompt a specific response
- Double-check your grammar and spelling
- Try an AI assistant
- Double-check the details
Once you’re comfortable with the flow of a proper email, it’s time to refine your craft. Here are some best practices:
When in doubt, be formal
In written communication, tone is everything. Ultimately, the style you choose will depend on the recipient. If you’re sending a cold email to a stranger or a person in a position of authority, err on the formal side. It’s better to sound too respectful than not respectful enough. If you’re writing to a personal connection or a peer, an informal tone will likely feel most comfortable.
Write as you speak, then edit
To get your thoughts flowing, pretend you’re speaking and write what comes. Then, review your draft, revising any language that sounds too informal or wordy. For formal communications, swap contractions for expanded forms.
Make it scannable
There’s a good chance your recipient will scan your email rather than read it in full.
Judicious use of bolded words, paragraph breaks, and bullet points can ensure your recipient doesn’t miss any key messages while they’re scanning.
Prompt a specific response
Prompting a specific response can prevent confusion and unnecessary correspondence down the line.
Here are some example prompts:
- “If you’re interested, let me know your availability next week.”
- “Let me know by January 20 if you would like to participate.”
- “Do you have any concerns about the plan I suggested?”
Double-check your grammar and spelling
What will damage your credibility in an instant? Typos. Proofreading for spelling mistakes and typos can save you this embarrassment.
Here are some proofreading tips:
- Go slowly. Read slower than usual to catch errors.
- Start from the end. Read each sentence in reverse order. This discourages your brain from autocorrecting or focusing on ideas instead of grammar.
- Read aloud. This will help you catch awkward phrasings.
You can also use tools like Grammarly to identify spelling and grammar mistakes.
Try an AI assistant
If you have writer’s block or need help being concise, AI tools like ChatGPT can help.
For the best output, provide specific prompts with ample context. Tell the AI who you are, who you’re writing to, and why. If you’re not happy with the AI’s first draft, ask it to write it again with specific adjustments. When using AI, always be prepared to fact-check results for accuracy and to edit in your own voice.
Double-check the details
Review this checklist before hitting send:
- Recipient’s name. Double-check how you’ve spelled the recipient’s name and email address by reviewing their email signature on past correspondence or checking their company website or LinkedIn bio.
- Recipient’s email address. Make sure you’re emailing an active address. This may require confirming your recipient is still at the company you wish to reach them at.
- Attachments. If you mention attachments, be sure to include them, first opening each to confirm they’re the correct files.
Email format FAQ
What is the proper format for an email?
The proper format for an email includes a subject line, greeting, email body, conclusion, sign-off, and email signature.
Should I use a formal signature in my professional emails?
Using a formal email signature in your emails conveys professionalism. Signing off with your full name, job title, company name, and contact information gives your recipient everything they need to follow up, and it lets them know you have a legitimate reason for reaching out.
How can I ensure my formal emails are mobile-friendly?
There are many ways to ensure formal emails are mobile-friendly:
- Use a standard font.
- Break long paragraphs into short ones.
- Use bullet points or numbered sections for easy scanning.
- Limit subject lines to 10 words or less.
