Professional email writing
Expert content to help you make the most of the #1 communication channel at work
Contents
Featured
Build your reputation
How to email like an Impact Player
Use this structure for tricky emails
Build your reputation
How to email like an Impact Player
FAQs
Why you should always include ‘sent from my iPhone’ in your mobile signature
All articles
How to email like an Impact Player
Why you should always include ‘sent from my iPhone’ in your mobile signature
Writers without borders: three rules for international emails
Five signs that it’s time to pick up the phone
The seven rules of writing difficult emails
How do you start and end an email?
How to write effective networking emails, using psychology [with examples and templates]
Seven ways to show the people you email you care (no need for xoxo)
The one phrase you should (almost) never use to start an email
How to show empathy in your customer service responses [with examples]
Five email mistakes that will lose you customers
Quick questions
For those answers that don't need a full article
How someone ends (and starts) their professional emails is a matter that can evoke curiously strong emotions and vehement personal preferences.
While you can't account for every taste, there are a few options that are generally safe for work. 'Best' may leave a few people asking 'Best … what?' but it is an increasingly common choice and unlikely to cause widespread offence. If in any doubt, just add a 'regards'.
While you can't account for every taste, there are a few options that are generally safe for work. 'Best' may leave a few people asking 'Best … what?' but it is an increasingly common choice and unlikely to cause widespread offence. If in any doubt, just add a 'regards'.
Yes, some people certainly do – and if you consistently use erratic or incorrect (or zero) punctuation in your emails, you can be sure that eventually you'll find them. Remember that while it's true that email can be informal, it's still a reflection on you out in the professional world.
And don't forget that punctuation also helps to convey your meaning. It can't do all the heavy lifting there, but it's still an important part of the picture.
And don't forget that punctuation also helps to convey your meaning. It can't do all the heavy lifting there, but it's still an important part of the picture.
Some people see this well-worn expression as polite white noise, others as insincere filler. The best way to start any email is by setting the context (which can include the human touch, where appropriate). But the best alternative to 'I hope you're well' will depend on who your recipient is.
If you're on friendly terms with them already, add a personal touch by referencing something you've made a point of remembering: 'I hope you had an amazing trip to Costa Rica (and I'm not jealous at all)!' or 'I hope your son's clarinet recital went brilliantly.' Pitch your tone to suit the relationship.
If you're writing a brief and functional email to a colleague, you may be able to just get straight to the point: 'Here are the meeting notes, as promised.'
If you're sending a cold email to a new contact, you'll want an opener that gives them a reason to read on. Two important factors here are creating trust and providing incentive. So, this could be saying that a mutual connection suggested you get in touch (if this is true!). Or, for a cold sales email, you can start with a business challenge you know they'll recognise or a goal you know they have. Then move swiftly on to how you can help them solve the challenge or achieve the goal.
If you're on friendly terms with them already, add a personal touch by referencing something you've made a point of remembering: 'I hope you had an amazing trip to Costa Rica (and I'm not jealous at all)!' or 'I hope your son's clarinet recital went brilliantly.' Pitch your tone to suit the relationship.
If you're writing a brief and functional email to a colleague, you may be able to just get straight to the point: 'Here are the meeting notes, as promised.'
If you're sending a cold email to a new contact, you'll want an opener that gives them a reason to read on. Two important factors here are creating trust and providing incentive. So, this could be saying that a mutual connection suggested you get in touch (if this is true!). Or, for a cold sales email, you can start with a business challenge you know they'll recognise or a goal you know they have. Then move swiftly on to how you can help them solve the challenge or achieve the goal.
Useful resources
Prompting Success
The Boardroom Advantage
Report briefing template
Proofreading checklist
Case studies
See how we've helped our clients
Business report writing
Making crucial health information accessible for the people who need it
The Health Policy Partnership
Bids and proposals
Streamlining the writing process and speaking with one voice at Suez Environnement Group
Suez Environnement Group
Business report writing
Turning complex information into impactful research reports at CFE
CFE Research
Technical writing, Writing to customers
Environment Agency cultivates a new public image
Environment Agency
Bids and proposals
How a tiny team at a children’s charity won the biggest contract of their lives
One YMCA
Business writing essentials
Concise, consistent and contract-winning writing at Spinning Clock
Spinning Clock
Business report writing, Writing to the board
'We cut the iterations on our strategy documents from 56 to just 4!'
Shawbrook Bank
Bids and proposals
Liverpool John Moores University boosts sales-writing skills with bespoke training programme
Liverpool John Moores University
Corporate communications, Writing for marketing
Transforming opinion writing at EY for insights that get press attention
EY
Bids and proposals, Technical writing
Simplifying technical language and raising communication standards at SeaRoc Group
SeaRoc Group
