Professional Email Writing

Professional Email Writing

🟢 1️⃣ Structure of a Professional Email

A good business email follows a simple structure:

1. Subject Line – Clear and specific

   • ✅ Meeting Request: Project Update Discussion

   • ❌ Hi!

2. Greeting

   • “Dear Mr./Ms. [Last Name],”

   • “Hello [First Name],” (if informal or within your team)

3. Opening Line

   • “I hope you’re doing well.”

   • “Thank you for your email.”

   • “I’m writing to follow up on…”

4. Body (Main Message)

   • Keep it short and clear (2–4 sentences per paragraph).

   • Use bullet points if listing items or steps.

5. Closing Line

   • “Please let me know if you need any further details.”

   • “I look forward to your response.”

6. Sign-off

   • “Best regards,”

   • “Kind regards,”

   • “Sincerely,”

   • (followed by your name and designation if needed)

🟢 3️⃣ Example Email

Subject: Request for Updated Sales Report

Dear Ms. Fatima,

I hope you are doing well. I am writing to request the updated sales report for the month of September. We need to finalize the figures before our quarterly meeting next week.

I would appreciate it if you could share the report by Thursday.

Thank you for your support.

Best regards,
Ahmed Khan
Sales Executive

🟢 4️⃣ Quick Practice Exercise

Task:
Write an email to your colleague asking for feedback on your presentation slides. Keep it short and polite.

🟢 5️⃣ Tips for Writing Better Emails

• Keep your message clear and concise — avoid long paragraphs.

• Use neutral, polite language (never sound demanding).

• Always check grammar and spelling before sending.

• Avoid ALL CAPS — it looks rude or impatient.

• Add one clear call-to-action if you expect a reply or task.

🟢 2️⃣ Polite Phrases for Common Situations

Making a Request

• “Could you please send me the report by tomorrow?”

• “I would appreciate it if you could confirm the details.”

Apologizing

• “I apologize for the delay in my response.”

• “I’m sorry for any inconvenience this may have caused.”

Following Up

• “I wanted to follow up on my previous email regarding…”

• “Just checking in to see if there’s an update on…”

Thanking

• “Thank you for your quick response.”

• “I appreciate your time and assistance.”