Not Sure Where to Start? 10 Professional Email Writing Tips to Make the Right Impression

How often have you been asked to send an email at work? It's probably one of the most common tasks in any business setting.

Emails have become the benchmark of business communication across industries, from office memos to client outreach.

Within just a few lines, you need to make your point or request clear, get straight to the point, and maintain the correct tone.

Crafting a message that is clear, concise, and appropriate therefore requires practice and attention to detail.

In today’s guide, we'll walk you through the essential traits of business communication, what to remember before you hit "Send," and share 10 practical tips to help you write emails that make the right impression.

What makes an email professional?

Before you even think about writing your mail, consider a few basics. It’s important to know who you’re writing to.

• Are you addressing a colleague about a project update?

• Reaching out to a supervisor with a formal request?

• Communicating with customers about a service issue?

• Maybe you're a job applicant contacting a potential employer?

Emails are often the first impression you make, whether you're communicating internally with coworkers or externally with customers and partners.

Then, think about the topic or subject you're addressing.

Emails often cover scheduling meetings, updating colleagues on tasks, asking or answering questions, clarifying project details, sending formal complaints, or following up on a prior conversation.

Anytime the conversation touches on your work, your reputation, or your organization's brand, it’s wise to stick to business standards. So, what goes into a well-crafted business email?

Balanced tone

Your tone should be formal but still approachable.

Avoid being overly casual; for example, "Hey guys" might work in a casual chat but not in a client email.

Similarly, don’t be excessively stiff either: "Dear Sir or Madam" feels distant unless necessary.

Proper greeting

For formal communication, go with "Dear [Name]" (e.g., "Dear Mr. Smith").

For semi-formal settings, "Hello [Name]" is perfectly acceptable.

Taking a moment to choose the right greeting shows respect and sets the tone for the rest of your email.

Clear subject line

The subject line is the first thing your recipient sees, and it shapes how they prioritize your mail. Which sounds clearer to you?

• "Follow-up on our previous convo";

• "Follow-up Request: Checking Updates on Product Delivery"?

The second option instantly communicates professionalism and intent.

With MobiMail, creating polished emails with strong subject lines becomes second nature, thanks to its smart built-in tools that help you focus on clarity and structure.

Conscise message

Your goal isn't to write the next great novel; it’s to communicate effectively.

Get to your point quickly, provide only the necessary information, and end with a clear action or next step/s.

Why is it important to know how to write business emails?

What’s one of the quickest ways to establish credibility in the workplace, or to make a strong first impression? You guessed it: email.

In many cases, your mail is the only thing the other person will see: there’s no body language or tone of voice to rely on.

But emails aren't just about your writing skills, but rather your attitude toward the person on the other end. A polished email shows that you value their time and understand the norms of business communication.

Mastering business email writing can open doors. It shapes how your colleagues, customers, and even potential employers see you.

Over time, those impressions influence everything from internal relationships to career opportunities, making mail not just a tool, but a long-term investment in your brand.

10 Tips for Writing a Business Email

Time for the exciting part – here are our ten practical tips that will immediately make your messages more effective, polished, and well-received.

1. Your email address says more than you think

Always adapt your email address to the context – it reflects your professionalism and the company behind you. If you’re sending emails on behalf of an ABC company, always use a professional email address that reflects the company’s domain.

A clear business email address format like [email protected] shows you represent a business and builds trust.

Using a personal email address? That’s only acceptable in specific situations, like applying for a job.

Even then, keep it clean and straightforward: [email protected]. No silly nicknames here, please.

2. Nail the subject line: clear, not clickbait

Think of your subject line as your mail’s headline. It’s what gets you noticed, but in the workplace, clarity beats creativity.

Keep it short (under 60 characters), relevant, and purpose-driven.

• Instead of vague: “Quick question”;

• Try specific: “Request: Q2 Project Deadline Confirmation”.

With MobiMail’s clean inbox view, scanning through subject lines becomes easier, making a strong, clear subject even more important.

3. Emojis are not your friends

Leave out your emojis, slang, and texting habits. This isn’t a group chat!

Business communication avoids:

1. Slang: “Gonna loop you in”;

2. Colloquialisms: “Let’s touch base”;

3. Clichés: “Per my last email”, “Just circling back”, “Hope this email finds you well”.

At the same time, don’t go too stiff either. “Dear Sir or Madam” may feel overly formal and disconnected. Keep things human, but polished.

4. Good greetings matter more than you think

Your greeting sets the tone. If the recipient is someone new, formal, or external, go with:

• "Dear Ms. Lefevre"

• "Dear John Smith"

• "Dear Dr. Laurent"

For someone you already work with:

• "Hello, Maria"

• "Hi, Tom"

When in doubt, use the recipient's full name, especially if unsure about titles or gender-specific honorifics.

5. KISS: Keep it short and simple

Your email body should cover only what’s essential: a question, a status update, or a file request.

No need to explain every angle, but provide just enough detail for your recipient to understand and act.

Not sure what to cut? The AI Summarize tool in MobiDocs helps condense your drafts so you can get to the point without losing the overall message.

Get ahead of the pack. Leverage our AI tools free of charge and make those emails happen. Need more features? Check out our affordable pricing plans and pick the one that suits you best.

6. End with a respectful sign-off

After your final line, add a closing phrase that reflects professionalism and courtesy.

Some good options include:

• "Kind regards,"

• "Sincerely,"

• "All the best,"

• "Many thanks in advance,"

These phrases show respect and provide a soft landing to your message, like a firm but polite handshake at the end of a meeting.

7. Add a signature

Yes, you do need one. A signature eliminates confusion and gives recipients an easy way to reach you, especially if your email address is hidden, forwarded, or part of a longer thread.

Make sure to include:

• Your full name,

• Your job title or position,

• Your phone number and email address.

With MobiMail, adding a fixed signature is simple:

1. From the main view, go "File" → "Settings".

2. Click "MobiMail Preferences".

3. Choose "Manage Signatures".

4. Input your preferred closing and click "OK". It will be automatically included in every email you send, so you never have to retype it again.

8. Proofread before you hit send

Grammatical mistakes, typos, or unclear wording can completely undermine your message or worse: your credibility.

Read your mail at least twice: once for meaning, once for flow.

MobiMail includes a built-in spell-checker that helps catch small issues before they become big distractions. Use it as your safety net for polished, business communication.

9. Double-check attachments and fields

Before sending, pause and ask: "Did I attach that file? Did I link to the right document?"

Never assume your recipient knows where to find what you’re referencing.

Make it easy for them by attaching files directly and clarifying all key points.

And while you’re at it, take a second to scan your recipient fields.

• To = the main person you're writing to;

• CC = “carbon copy,” visible to others;

• BCC = “blind carbon copy,” hidden from other recipients.

A minute of checking can save you a lot of backtracking (and potential embarrassment)!

10. Schedule it, and send it another day

Let’s say you’re based in Europe, but your customers are in the USA. You’ve just written a brilliant email, but do you want it landing in their inbox at 2 a.m.? Probably not.

That’s where automated scheduling comes in. Most business email services offer the option to set delivery for a future time, so you can write when it suits you and send when it suits them.

Simplify your email workflow. Get MobiMail to write faster, better, and schedule meetings to always be on top of your day. MobiMail also integrates with all popular email services and is part of the larger MobiOffice suite which also includes a powerful word processor, a spreadsheet tool, and presenting software to help you achieve your best work yet.

Frequently asked questions

How long should a business email be?

Think short, but substantial.

A good rule of thumb is to keep it within 2-3 concise paragraphs, especially for workplace emails.

Focus on the core message: what needs to happen, by whom, and when.

If you find yourself writing an essay or worse yet, a full-on professional CV, it might be worth picking up the phone instead.

What are the golden rules of email etiquette?

Here are six habits that separate polished professionals from inbox clutter:

• Be clear and to the point – don’t bury the lead.

• Use proper grammar and punctuation – typos make a bad impression.

• Open and close politely – “Dear Ms. Rousseau” and “Kind regards” go a long way.

• Respond on time – ideally within 24-48 hours.

• Keep it business-focused – no emojis, jokes, or overly casual language.

• Create meaningful subject lines – your reader should know what to expect at a glance.

How do I write a good email subject, and what should I avoid?

A good subject line tells the recipient what’s inside, without needing to open the email itself.

Think of it like the title of a document.

Do:

• "Project Proposal: Final Draft for Review";

• "Follow-Up: Marketing Budget Meeting Notes".

Avoid:

• “Hey”;

• “Quick thing”;

• “Important!!!”

Keep it under 60 characters, use keywords, and stay specific. No mystery, no fluff – your reader will thank you.

When should I use CC and BCC in an email?

Use CC (carbon copy) when you want to loop someone in transparently, like managers, employees, or teammates who should be aware but aren’t the main contact.

• Example: You're emailing a supplier about an urgent delivery. You CC your manager so they’re aware of the communication.

Use BCC (blind carbon copy) when you’re emailing multiple people who shouldn’t see each other’s addresses, like external contacts or mailing lists.

• Example: You're sending a farewell mail to multiple customers from different companies. You don’t want to share their addresses.

P.S. Don’t use BCC for internal office dynamics (e.g., secretly copying HR) – it can create trust issues if discovered.

What should my business email signature include?

Your signature should answer this question for the recipient: "Who are you, and how can I contact you?"

Here’s what to include:

• Your full name;

• Your job title;

• Your company name;

• Phone number and email address.

Optionally, add a LinkedIn profile or website if it’s relevant.

Can I write business emails from my phone?

Yes, but tread carefully. Typing on a small screen increases the chances of typos, tone errors, or poor formatting. If you do insist on writing emails from your phone, use a proper mail app like Microsoft Outlook or draft in MobiDocs first, where you can edit and review your email body with more control.

Then send through your preferred email client once you’re confident it's clear and correct.

Always proofread before hitting send – mobile autocorrect isn’t always your friend.

How do I politely ask for an update in an email?

When you need a status update, your goal is to be respectful of the recipient’s time while still making it clear that you’re awaiting a response.

Here’s how to do it:

• Keep your email short and clear.

• Acknowledge that they may be busy.

• Include specific context – what you're following up on and when you last spoke.

• Offer help if needed.

A simple and effective format is:

“Hi [Name], I hope your week is going well.

I just wanted to check in on [project/task] and see if there are any updates.

Please let me know if there’s anything you need from me in the meantime.”

This approach shows professionalism and patience – a balance every employee or team member appreciates.

If you’re writing on the go, draft your mail in MobiDocs first so you can get the tone just right, then send it through MobiMail or your preferred client.

Conclusion

Professional communication is a daily reality in the workplace, and mastering it is a skill that pays off in every role and industry.

From subject lines to signatures, small improvements in your writing can leave a lasting impression.

With tools like MobiMail, creating clear, structured, and credible emails becomes second nature. Ready to elevate your business communication? Try MobiMail today and make every message count.