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1. Professional emails
writing

2. Professional Emails
 A professional email is an email addressed to a
colleague, manager, customer, teacher, student,
or anyone in a professional setting regarding
workplace tasks.
 Professional emails may involve topics such
as scheduling meetings, requesting updates,
reminding about deadlines, etc.

3. Parts of a Professional Email
 Recipient
 Use Cc and Bcc only when necessary.
 Subject Line
 Salutation
 Body
 Asking for action
 Closing
 Signature

4. Greeting and addressing your recipients
Appropriate greetings for formal emails:
Respected…
Dear…
Dear Mr/Mrs…
Mr/Mrs…
Avoid using “Hi” and “Hello” in
greetings for professional emails,
as they are reserved for informal
contexts.

5. Formal Informal
Dear Mr Piper,
I am writing to thank you for all your help.
I look forward to seeing you next week.
With best wishes,
John Smith
Hi Tim,
Many thanks for your help.
See you next week.
Cheers,
John

6. Features of a good subject line
 Concise
 Specific
 It should give the reader a very clear idea of what they can expect.
 Appropriate
 Make it appropriate to your goals in writing it.
 Well thought- out
 Clear
 Prioritize clarity over creativity to ensure your message is easily understood.

7. Body of the Email
 The mail could be a question, an invitation, a request, an answer, an update, a reminder
for deadline and so on.
 The body of your email should be focused on the topic.
 Keep your email concise, but don’t leave any important information
 Be as detailed as required, no more or no less.
 Start with a strong opening line.
Connect the subject line to the opening.
If you begin by introducing yourself, be sure to get to the main point
quickly.

8. Concluding the Email
 While closing your mail, you should clarify the purpose of your email
and end with a call to action (when needed).
 Mention attachments if any.
 The closing sentences could be:
1. I look forward to reading your responses in the attached sheet below on Friday. I’ll be in
touch about next steps the following week.
2. Please feel free to write back if you have any query or question.
3. ‘Thank you so much for your time,’ or ‘thanks in advance’ (if the mail was a query)

9. Sign off
Phrases that can be used for signing off:
 Best Regards
 Kind Regards
 Sincerely
 Yours faithfully
 Yours truly
 Respectfully
 Cordially
 Best Wishes
 With best wishes
 With Appreciation
 Warm Regards
 With many thanks and best wishes

10. Signature
After you sign off, you need to include
your signature. It should contain the
following elements:
1. Your name
2. Your current position
3. Your organization
4. Contact number
5. LinkedIn ID if necessary

11. Examples of Appropriate and
Inappropriate Emails

12. Email @ work
Tip: Don’t use capitals in email
messages. Capitals in emails:
• imply SHOUTING and
AGGRESSION
• they are more difficult to read
• they are not polite.

14. Informal email

15. Slightly
more
formal
email

16. Email
following up
a meeting

17. Watch the
tone of the
email

19. Recap…
The following are some characteristics of a
good professional email:
1. Formal language
2. Formal tone
3. A clear subject line
4. Appropriate salutations
5. A concise message that is also clear
6. An appropriate sign off (that may include
a call to action if required).
7. A signature that provides specifics of the
sender’s identity

20. What is Email
Etiquette?
 Email Etiquette refers to the
principles of behavior that one
should use when writing or
answering email messages
 These rules have three goals:
1. Professionalism
2. Efficiency
3. Respectful
Communication

21. Key Email Etiquette
 Send only clear concise mails.
 Respond timely to emails received.
 Don’t use reply all.
 Write mails only for sharing important information.
• Don’t attach unnecessary files.
• Don’t use business email ID for personal correspondence.
• Do not Cc everyone

22.  Keep your mail gender neutral when you do not know the identity
of the recipient.
 If you need to share a large file, contact the recipient to know how
they would like to receive the file.
 Deliver bad news in person politely and sympathetically.
 Do not copy a message or attachment from another email without
obtaining the sender's permission.
 Send separate mails for each topic to avoid confusion.

23. Things to Remember Before Sending a
formal Email
 Before sending your email, you should proofread it carefully. Verify that there are no
grammatical or spelling errors.
 Ensure that no casual tone is used (check to ensure there are no slangs or colloquialisms).
 Avoid emojis.
 Verify that the correct file has been attached.
 Check for any typos, extra spaces, or errors.
 Remember that your email can be forwarded to others or printed.
 Provide external links if necessary.

24. Heads-up!
Before pressing the “send” button, take a moment and consider what you are sending
in the email.
— Is it something, you would not be sending if you were not angry or frustrated?
— Is it something personal and thereby inappropriate to use the company’s email ID?
—Is there any chance that you might regret sending this e-mail later?
If the answer to any of the above is YES, then DO NOT send the email.

25. Leave Request Email
 Subject: Leave Request on [Date]
Dear [Manager’s Name],
I would like to request leave on [date] due to personal reasons. I will ensure
that my responsibilities are managed and handed over in advance.
Kindly let me know if this works for you.
Thank you.
Best regards,
Bs Ithub

26. Work Status / Daily Update Email
Subject: Daily Work Status Update – [Date]
Hi [Manager/Team Name],
• Task 1 – Completed
• Task 2 – In progress
• Task 3 – Blocked (awaiting input)
Let me know if any changes or priorities are required.
Thanks,
Bs Ithub

27. Asking for Help / Clarification
Subject: Clarification Required on [Task]
Hi [Name],
I need a quick clarification regarding [specific task]. Could you please guide me
so I can proceed correctly?
Regards,
Bs Ithub

28. Meeting Request Email
Subject: Request for Meeting – [Topic]
Hello [Name],
I would like to request a short meeting to discuss [topic]. Please let me know
your availability.
Best regards,
Bs Ithub

29. Reporting Issue / Bug
Subject: Issue Identified in [Application/System]
Hi [Team/Manager Name],
• Issue Description
• Steps to Reproduce
• Impact
Kindly advise on the next steps.
Thanks,
Bs Ithub

30. Thank
you!