The ultimate checklist for writing professional emails in English

Since 1971, emails have served as an important communication tool. Their use skyrocketed in the 1990s, especially in the corporate world. Emails are often the first point of contact between you and your colleagues, clients, or superiors. In fact, in 2022, nearly 333 billion emails were sent and received globally. By 2026, that number is expected to reach 392.5 billion per day. That is why writing professional emails is a vital skill that you must master. To help you, we have created an email writing checklist. It will help you write professional emails, avoid the most common mistakes, and improve your communication skills. 

Importance of writing professional emails 

In business, emails are your digital handshake. You use them to introduce yourself and convey your ideas. They are also a reflection of your professionalism. Writing professional emails that are clear, concise, coherent, correct, and compelling will help you:  

• Make a good first impression and highlight your attention to detail.  
• Convey your message clearly by reducing the chance of misinterpretation.  
• Boost your career by building trust with your colleagues and clients.  
• Express your ideas appropriately in the workplace. 

Email writing checklist 

Writing professional emails is a skill that you can master by following the right steps. The list below will ensure that every email you write is effective and professional: 

1. Have a clear purpose 

Before drafting an email, ask yourself, why are you writing it? Are you asking for something, sharing information, or setting up a meeting? Keep your purpose in mind and state your main point to avoid any confusion.  

For example, if you want to confirm a pre-scheduled meeting, you can write 'I am writing to confirm our marketing and sales meeting schedule for next week'. 

2. Use a professional email address 

Always use your official email address for work communication. It is the first thing people see. Avoid using nicknames or casual language. Coordinate with your IT team to assign you an email with your name, such as: 

• Correct: john.smith@email.com 
• Incorrect: coolguy123@email.com 

3. Write a clear subject line 

Your subject line  will tell the reader what the email is about. Try to keep it short and relevant. It should be able to summarise the email's content in a few words. 

For example: 'ABC Project Update' 

4. Use proper greetings 

Start with a polite and formal greeting based on your relationship with the recipient, such as 'Dear [Name]’ or 'Hello [Name]'. Do not use a name if you are not sure what it is. Use 'Dear Sir/Madam'.  

Avoid any form of generic phrases such as 'To whom it may concern'. 

5. Maintain a professional tone 

When writing professional emails, always be polite and respectful, even if you are frustrated. Avoid slang, jokes or overly casual phrases. 

6. Focus on language and grammar 

Use simple and short sentences. Avoid long, complicated words. Make sure to review your email before pressing send for any grammar and spelling mistakes. 

7. Be careful with attachments and links 

Another important aspect of writing professional emails in English is to mention any attachments in the body of your email. Remember to check all the links before sending to make sure they work. Example: 'I have attached the report for your review'. 

Mistakes to avoid when writing professional emails 

When writing professional emails, it is easy to make mistakes. Here are a few tips to help you avoid them: 

• Stick to formal language: Do not use casual tone or slang. Always write to use full words, such as 'you' instead of 'u'. 
• Watch out for typos: Typos make you look unprofessional and careless. Always proofread before you hit send. 
• Be brief: Keep your emails short and sweet. Do not overload your recipients with too much information. 
• Send a follow-up message: If you are waiting for a reply, send a follow-up email. It will show that you are engaged and attentive. 

Improve your business communication skills with English Path

If you want to learn how to write professional emails in English, check out our Business English course. Our qualified and experienced teachers can help you improve your business communication skills. From reading reports and emails to writing professional emails and delivering impactful presentations, you will learn everything to succeed in your career.