How to write a perfect professional email in English in 5 steps

Although emails usually aren't as formal as letters, they still need to be professional to present a good image of you and your company. CareerEnglishHowtowriteaperfectprofessionalemailinEnglishin5stepsFollowthesefivesimplestepstomakesureyourEnglishemailsareperfectlyprofessional.BeginwithagreetingThanktherecipientStateyourpurposeAddyourclosingremarksEndwithaclosingWilFormostofus,emailisthemostcommonformofbusinesscommunicationsoit’simportanttogetitright.Althoughemailsusuallyaren’tasformalasletters,theystillneedtobeprofessionaltopresentagoodimageofyouandyourcompany.Howtowriteaformal emailFollowthesefivesimplestepstomakesureyourEnglishemailsareperfectlyprofessional:WhatisyourEnglishlevel?TakeourshortEnglishtesttofindout.StartnowBeginwithagreetingAlwaysopenyouremailwithagreeting,suchas“DearLillian”.Ifyourrelationshipwiththereaderisformal,usetheirfamilyname(eg.“DearMrs.Price”).Iftherelationshipismorecasual,youcansimplysay,“HiKelly”.Ifyoudon’tknowthenameofthepersonyouarewritingto,use:“Towhomitmayconcern”or“DearSir/Madam”.ThanktherecipientIfyouarereplyingtoaclient’sinquiry,youshouldbeginwithalineofthanks.Forexample,ifsomeonehasaquestionaboutyourcompany,youcansay,“ThankyouforcontactingABCCompany”.Ifsomeonehasrepliedtooneofyouremails,besuretosay,“Thankyouforyourpromptreply”or“Thanksforgettingbacktome”.Thankingthereaderputshimorheratease,anditwillmakeyouappearmorepolite.StateyourpurposeIfyouarestartingtheemailcommunication,itmaybeimpossibletoincludealineofthanks.Instead,beginbystatingyourpurpose.Forexample,“Iamwritingtoenquireabout…”or“Iamwritinginreferenceto…”.Makeyourpurposeclearearlyonintheemail,andthenmoveintothemaintextofyouremail.Remember,peoplewanttoreademailsquickly,sokeepyoursentencesshortandclear.You’llalsoneedtopaycarefulattentiontogrammar,spellingandpunctuationsothatyoupresentaprofessionalimageofyourselfandyourcompany.AddyourclosingremarksBeforeyouendyouremail,it’spolitetothankyourreaderonemoretimeandaddsomepoliteclosingremarks.Youmightstartwith“Thankyouforyourpatienceandcooperation”or“Thankyouforyourconsideration”andthenfollowupwith,“Ifyouhaveanyquestionsorconcerns,don’thesitatetoletmeknow”and“Ilookforwardtohearingfromyou”.EndwithaclosingThelaststepistoincludeanappropriateclosingwithyourname.“Bestregards”,“Sincerely”,and“Thankyou”areallprofessional.Avoidclosingssuchas“Bestwishes”or“Cheers”unlessyouaregoodfriendswiththereader.Finally,beforeyouhitthesendbutton,reviewandspellcheckyouremailonemoretimetomakesureit’strulyperfect!Aren’tyouanEFEnglishLivestudentyet? SeethegeneralandbusinessEnglishcourseinactionbyrequestingaonemonthforonlyonedollar*trial. FindmoreinformationaboutessentialprofessionalEnglishtipshere.WhatisyourEnglishlevel?TakeourshortEnglishtesttofindout.StartnowPreviousPostNextPostWilWilisawriter,teacher,learningtechnologistandkeenlanguagelearner.He’staughtEnglishinclassroomsandonlinefornearly10years,trainedteachersinusingclassroomandwebtechnology,andwrittene-learningmaterialsforseveralmajorwebsites.Hespeaksfourlanguagesandiscurrentlylookingforanotheronetostartlearning.RelatedPostsBusinessEnglish–TheImportanceofFluencyHowtomakesomeone’sday:GiveacomplimentinEnglishHowtogetyourdreamjob159commentsDearWill,Thankyouforsharingsomeinformationaboutwritingastandardemail.MynameisRasanezhad.I’mfromIran.I’manEnglishteacher.Inyourprofile,youmentionedyouspeakfourlanguagesandyouarelookingforanotheronetostartlearning.IrecommendPersian.It’snoteasytolearnbutithelpsyoutoenterauniqueculture,literatureandcommunity.Icanhonorablyteachyou.So,ifyou’reinterested,don’thesitatetoletmeknow.BestwishesReplyHelloMrRasa,FromwhichpartofIrandoyoubelong.IamalsofromIranbutmyPersianisweakasIhavelivedonforeignlandmyentirelife.ItwouldbereallygreatifyoucouldhelpmeinlearningPersian,andbringmeclosertomyculture.bestRegards,FatimaReplyDearsir/madamIamreallythankfulltoyouforhelpingmebygivingmesometipsforrespondingtoamail.YoursfaithfullyAnisaAnisaReplyDearWill,Thankyouforsharingsomeinformationaboutwritingastandardemail.MynameisZiaurRehmanZia.I’mfromAfghanistan.I’manEnglishteacher.Inyourprofile,youmentionedyouspeakfourlanguagesandyouarelookingforanotheronetostartlearning.IrecommendPashto.It’snoteasytolearnbutithelpsyoutoenterauniqueculture,literatureandcommunity.Icanhonorablyteachyou.So,ifyou’reinterested,don’thesitatetoletmeknow.BestwishesReplyDearZia,Thankyouforyourpromptreply,Thankyouforyourcooperation,yesIamveryinterested.Canyouletmeknowwhenandwhereareconveyableforyou.Waitingyourreply.BestRegards,MaiyobesafeoutthereReplyuyegiufgidjzihfdoDearRasaMynameisTimformtheunitedstatesofamericaI’mateacherofspanishinhightschoolofjeferssonIwanttonowhowtonowthesynonymofmaybeBestwishesMrtimHoyerReplywhatispaashtoReplyyoucanuseperhaps,possiblyReplyhideartimpleasecanyouhelpmeReplyHiTim,ThisIsMuhammadQasimfromPakistan,mayItellyoutheaboutyourquestion?ReplyNosuchlaguageasPersion–theyspeakFarsi.ReplyhiTimHoyeramfromSrilanka.canuabletogetmetoUnitedstateofAmerica.it’swillbebighelpReplyHitom,doyouwanttoknowthesynonymofmaybeinspanish?,orrather,thesnonymof“quizás”?ReplyHELLODEAR,HOWAREyouthere.whataboutthesituationthere,pleasestayhomeandbesafe,we,allprayforyouall.RajufromSrilankaReplyIweakinenglishWhatsapp+88-01883125591ReplyI’minterestedpleaseReplyHiKareem,ChooseaplanandstartlearningEnglishnow,signuptodayandgetafree7-daytrial:https://bit.ly/2EeVdIkCheers!ReplyaminterestedReplyHiKazeem,Ifyouareinterested,signuptodayandgetafree7-daytrial:https://bit.ly/2EeVdIkCheers!DearSir/Mada,Thanksyouverymuchforsharing,MynameisOlvyfromcambodia.I’manemployeeinlogisticscompany.I’llimproveouremailwritingfromnowon.wedeeplyappreciateforyourallsupportandteachmetobewellawriter.Replypleasecontactin+919426639958ReplycanyouhelpmetolearnmeenglishplzReplypleasetrytospeakinEnglishasmuchasyoucan,andreadanewspaperoranythingyoulike,writesomethingondealybasis,youcanwatchEnglishmovies.Replyifiwantthan.?ReplyDearSirThankyouforsharingsomeinformationaboutwritingastandartemail.MynameisZahraAsadova.Nowiamworkinginabigcompanyandthisinformationibelievethatwillbehelpmealot.BestwishesReplyHidearsircanyouhelpmetahthowicansandemail?ReplyHiRasa,CanyouhelpmetodevelopmyEnglishlanguage?regardsReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplyHelloMr.wilThankyouforsharingsomeinformationaboutthewriting,iamastudentoneofthebestandgooduniversityinAfghanistancanyouhelpmeandwouldyoumindifihaveawhatsupandviberplease.becauseihavealotofproblemintheEnglishlanguage.Icannottospeakingverywillbuticantosolvemyproblem,whatisthewaywheniwanttospeakfluentlyandgoodReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplyIwouldliketostudyofEnglish.Ineedtogrammarandlisten.ReplycanIpracticewithyouinstagram:lenskingNoorReplycanIpracticewithyou?ReplyDearRasa,Iamverygratefulforyouropinionandyourconsideration.MaybeImaytryitandIsendmyregardstoyouReplycanyoupleaseuploadanemailregardingonesubjectlikemarketing.tosellproducts.oranyothersubjectReplyDearWill;Thankyouforsharingtheseveryimportanttipsonhowtobeprofessionalinwritingemails.Greatlyappreciated.Thankyou;Sia’aAlama,SamoanlanguageandCultureteacher,AmericanSamoa.ReplyHello,I’minterestedtolearnthatlanguage,itsoundsgreatthefactthatyouhighlightedaboveenteringintoanewcultureandliteraturecommunity.Ifitispossibletocontactmeitwouldbegreat.Best,ReplyThankyouforyourrecommendationsabouthowtowriteaprofessionalmail.It’sreallyusefulandIpromisetoputinmyattention.ReplyI’mintrestedifgiveanygoodinformation.ReplyDearMr.MiniexIamrequestingtogetoffworkin3weeksandwantedtoknowifyouhadanyoneelsetofillthespotofmyabsenceihavetogotomyfriendsweddingandcantmissitbecauseiaminitbutthankyoufortakingthetimetoreadthis.ReplyIlearnedalottoreadthisArticle.ReplyThanks!Thiswashelpful.Iwasdreadingsendinganemailandfoundthisveryuseful.ReplysohelpfulReplywhichysinyouareReplyIneedtotakeacourseinbusinesswritingandspeakingReplyverynice…..ReplyVerynicearticle.Reallyuseful.Replyiwanttolearnmoreaboutmailsdetailly,kindlyupdatemeabouthowtosendamailandhowtoendmaileverything,ReplyRidemyfirstbooktruestoryaboutourlifeReplyThankyousirforthis5step.ReplyThankyou,ithelpedmealotReplyCoolReplyHiWill,İwanttolearnenglish.İknowbutineedtoprocessit.İwanttowriteemailwithyouDaily.summarily;ineedyourhelpReplyThishelpedmealot!!Thankyou.Replyhellomynameismayarai’am16yearsoldi’amtunisiai’amfanwithyouiloveyousomushReplyDearSONA,THANKSFORGETTINGBACKTOOME.ReplyIwasadvisedinuniversitythatwhencomposingaprofessional,formalemail,thatitwasa‘fauxpas’touse“Iamwriting”,asitisobviousthatoneis,well,writing/typing?Theexplanationmytutorgave,wasthatitwashistoricallyused,andconsideredaformalmeansofstartingaletter,butisnowredundantduetohowobviousthecontextofthesituationis?ReplythisisgreatReplyThankyouverymuchSir,thisbrieftexthasbeenveryhelpfultome.Itrulywishtobecomeaneffectivewriteroneday,despitethatI’mittakesmetimetobesatisfiedwithmyresults…ReplyHiiwanttolearnEnglishReplyThanksReplyhi,thiswasreallyverytome.butthethingiscangiveanwrittenexamplemailahsothaticngetanideaofit.ReplyHey!Greatjob!!!IlikedyourpostIthinkthispostismoreusefulforall.ReplyItisveryimportanttowriteanemailwithbriefrelevantcontentusingsimplewordsandphrases.Thereareafewrulesthatneedtobefollowedtomakeitaperfectemail.Sothisarticleisgoingtobeveryhelpfulforwritingperfectemailsforprofessionalpurposes.ReplyThankyoufortheupdate,canIsendyousampleemailtoferifymystutsReplyhello,iwanttolearnmorehowtowriteemailandmoregoodingrammar.ReplyHiDayanara,Ifyouwanttolearnhowtowriteanemailandimproveyourgrammar,tryouronlineEnglishcourses,signuptodayandgetafree7-daytrial:https://bit.ly/2EeVdIkCheers!ReplythanksforwonderfulstepsforlearningReplyokReplyhiamDeveshhereReplyHi,Thankssomuch,itwasveryuseful.ReplyThanksReplyappreciated!ReplyThispostisveryimportanttomebecauseyouprovidethebestinstructionwhichisveryhelpfultome.Anditisreallyniceandgreat.ReplyGreatpost!ReplyitisveryusefullReplyThanksalot,reallythisusefulforme.ReplySonice,itwashelpfulReplyAnyonecanlearntypingbythemselvesbutwithoutproperguidancehemightdevelopabadhabitsuchastypingusingthewrongfingerinsteadofthesupposedlyassignedfingertoakey.Havingthecorrecttutorialsistheproperwaytolearntypinginasafeway.Youcanlearntoefficientlyandasfastasyouliketobe.ReplyIenjoyedgoingtoyourwebiste.Ileavecommentsrarely,butyoudefinatelyupdeserveathumbs!ReplyThankyousomuch,itwasveryhelpfulReplyhowimproveEnglishconversationReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplyThanksReplyAtthismomentIamgoingawaytodomybreakfast,oncehavingmybreakfastcomingyetagaintoreadadditionalnews.ReplyThankyousomuch.Itisveryusefultome.ReplyIlovethissite,thankyou!ReplyThankyouverymuch,ItwasgreatinformationaboutE-mailwriting,Ihavelearnedmorethingsfromyourinformation….ReplyHiInzer,Thanksforyourpositivefeedback,don’tmissourarticlesandkeeplearningEnglish.Signuptodayandgetafree7-daytrial!Whateveryourgoals,ouronlineEnglishcourseguaranteesyoursuccess:https://bit.ly/2EeVdIkCheers!ReplyitisveryusefulbutyoudidnotaddsomekindofemailsReplyHiQudratullah,Thanksforyourpositivefeedback,youcanfindmoreexampleshere:https://bit.ly/2pRzjAOEnjoy!ReplyAwesomeblog.Thanksforsharingthisblogwithus.Thisissoimportantblogandsohelpfulblogalsotostudents.ReplyIcantfullyadressthemeaningfullpointsregardingthesubjectamtalkingaboutReplyHithereeveryone,it’smyfirstvisitatthissite,andarticleisreallyfruitfuldesignedforme,keepuppostingthesearticles.ReplyThanksReplyAwesomeblog.itreallyhelpedmealot.ReplyThankyousomuchitreallydidhelpmealot…Keepupthegoodwork😘😘😎ThanksReplyHiYonela,Thanksforyourpositivecomment,don’tmissourarticlesandkeeplearningEnglish.Cheers!Replyhellosir,IteachingyourEnglishmessage.itisveryheledmeandIfirsttimevisitedforthissitesoIdecidedtoteacheveryknowledgeforEnglishmessagetype.whenyoufreepleasecallmeregards,SantoshReplyHiSantosh,ChooseaplanandstartlearningEnglishnow,signuptodayandgetafree7-daytrial:https://bit.ly/2EeVdIkCheers!ReplyiwanttolearnofficalcomuncationReplyHiAkram,IfyouwanttoimproveyourEnglishskills,signuptodayandgetafree7-daytrial:https://bit.ly/2EeVdIkWhateveryourgoals,ouronlineEnglishcourseguaranteesyoursuccess.Cheers!ReplyDearMadam/SirWillduerespectedthatthereisasimplewritingforamailsoyouarerequestedthatkindlypracticethemailconversationwithyourfriendthenyouwillgaininwritingmail.ReplyitwasreallyveryhelpfulformethankyouandbestregardsshakurmalikReplyVeryhelpfulinformationReplyItwasreallyhelpfultome.Thankyou.Replythanks,thiswasveryusefulReplythankyouitsreallyhelpfultomeReplyDearWil;ThanksforhelpingastoflowyourprilyantskillsaboutemailingwhichismainpartofourBusnisscommunication.BestRegards;Ali.Replyverywellexplained.keepitup.Replythankyouforyourgoodadvice.ReplyyouwelcomeReplyDearSir,ThanksforEnglishLiveCourse,itisreallyUseful,BestRegards,AbdulMajeedfromAfghanistantReplyDearSir/Madam,IamArjunfromPunjab.IamreallythankfultoyouforhelpingmebygivingmesometipsforWrittenaprofessionalMailandrespondtosomeoneonmail.YoursfaithfullyArjunSinghReplyHiArjun,Thanksforyourpositivefeedback.Please,feelfreetosignuptodayandgetafree7-daytrial:https://bit.ly/2LMDsTzCheers!ReplyDearEFEnglishLiveIamfromBangladeshgivingyoulotsofthanksforsharingyourthoughttowriteaprofessionalmail.Atthistime,IamaBBAstudentandalsoaserviceproviderinaMappingorganizationinBangladesh.Fordoingjobinherehavetomaintainmailingeverydaywithmyseniorandcolleagusalso.Inthattime,Itakehelpfromdifferenttypesofwebsitetoexpresstheminveryperfectway.ThanksMahedeHasanReplyDearSir/MadamMyselfMujahidSaleem.iamfromIndia.thesefivesimplestepsveryhelpingsteps.ThankyousomuchReplyverygoodandeasythxReplythanksforusefulnotesReplyDearWill,Impleasurethatyousharedveryimportantinformationaboute-mailrules.BestRegardsReply“Thanksforcommenting!Doyouwanttoreceiveafreelessoneverydaybyemail?Subscribehere:https://bit.ly/3f3EMfw”https://bit.ly/3f3EMfwReplyIamDevesh.IamfromPakistan.Replydearwil,thanksforsharingofyourveryhelpfulinformationandlookingforwardsformoreofit.ReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplythanksforniceinformationyousharedwithusReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplyDearMr.Wilwhatasimpleandeasywayyouexplain.ireallyappreciateyourjob.ReplyThanksforcommenting!Doyouwanttoreceiveafreelessoneverydaybyemail?Subscribehere:https://bit.ly/3f3EMfw”https://bit.ly/3f3EMfwReplythiswasgreatmanniceworkmyquy!ILOVEITReplyDearWillThankyouforsharingtheinformationonemailwriting.IamIdahfromKenyaiwishtoadvancemyEnglishlanguageandlearnprofessionalemailwriting.Ilookforwardforyourhearing.BestRegards.ReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplyDearWilIwouldliketothankyouforsharingwithusthetipsonhowtowriteformalemails.MynameisElisiafromNamibiaandIwouldliketobecomeaprofessionalwriter.Thishasbeensofarthebestsiteforme.Thankyou.ReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplyHi,Canyoupleaseadviseifthebelowemailcommunicationstyleiscorrect.DearXYZ,Goodafternoon.Bodyoftheemail…………………Kindregards,ABCReplyDearsir/madamthankyouforyourarticle.ifucanincludeasamplemailitwillbeusefulforus.ReplyDearSirThankyouforsharingsuchanusefulinformationforprofessionalEmail.Ihavelearnedalotoftipsfromthissite.Stilliamgettingtipsandinformationfromyoursite.Itsveryheplfulltoeveryonetostudyandthenwriteagoodemailwithoutfear.ReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplyDearSir/Madammynameis’sthatIamGaroneKichorayaki.IisfromsJapan.IthankYoufrommybottomhartthattheseverysimpel5stetswillhelpmewrightemeilinfutur.PlzgetbacktomesoonasYoucanasIrequestthehelpingfromsyous.IthankYouagainforhelpingGaronewithemeil.ThankyousReply“Thanksforcommenting!Doyouwanttoreceiveafreelessoneverydaybyemail?Subscribehere:https://bit.ly/3f3EMfw”https://bit.ly/3f3EMfwReplyDearWil,Englishismyfirstlanguage,butalas,whenwritingtoacompanyformally,unconfidencebecomessuchanimmeasurableforcethatIquestionedmyownproficiency.Withyourarticle,Ihaveregainedmyconfidenceinmylanguageandsentmyemail.ReplyIwouldliketostudyinEnglish.Ialwaymaketowritegrammar.Please,youcanhelpwithme.ReplyThankyouverymuchforyourcomment!Ifyouwanttoknowmoreaboutourcoursespleasecheckoursite:https://bit.ly/2BFCNj3ReplyIamfromBangladeshgivingyoulotsofthanksforsharingyourthoughttowriteaprofessionalmail.Atthistime,IamaMscstudentandalsoaserviceproviderinaRenaissanceGroupinBangladesh.Fordoingjobinherehavetomaintainmailingeverydaywithmyseniorandcolleaguesalso.Inthattime,Itakehelpfromdifferenttypesofwebsitetoexpresstheminveryperfectway.ThanksBadshaReplyYouguysreallyhelpmeout.Ireallyneedthisinformation.ReplyIreallyhavefunreadingtheconversationwitheachofanyonehere.I’veaccidentallyclickedthispage.IneedtolearnproperetiquetteforwritingemailsandI’veenjoyalotofguys.Ithelpsalot.ReplyDearWillandallreaders.ThanksforbeingapartofthissharedpostwhichIcannameitausefulpostofalltime.IwillneverregretvisitinghereandIamproudbeingapartofreadersofthisparticularpost.Thanksonceagainforbeinghere.ReplyHeyveryniheblog!ReplyIt’ssoperfectandsoprofessional.Iloveit!.Thankyousomuch!Ihavelearntsomethingfromyou.ReplyThankgoodnessforyourwebsite.Greatinformation!ReplyNicepost.IlearnsomethingtotallynewandchallengingonwebsitesIstumbleuponeveryday.It’salwaysusefultoreadarticlesfromotherauthorsandusesomethingfromotherwebsites.ReplythankyouverymuchforfivestepsisusefultolearnReplyHmmitappearslikeyoursiteatemyfirstcomment(itwassuperlong)soIguessI’lljustsumitupwhatIhadwrittenandsay,I’mthoroughlyenjoyingyourblog.ItooamanaspiringblogbloggerbutI’mstillnewtoeverything.Doyouhaveanyhelpfulhintsforbeginnerblogwriters?I’dreallyappreciateit.ReplyDearfrienditwasaninterestinglessonforme.ihavegainedsomelatestinformation.thanksRajuReplyCanyyoutellusmoreaboutthis?I’dlovetofindoutsomeadditionalinformation.ReplyiwanalearnspeakinenglishandwritepropermailsReplyThankyouuWil<3!ReplyIt’squiteinformativepointsyouhavecoveredontheabovesubject.Iwillbelookingforwardtohavesomemorerelevantsubjects.ReplyLeaveaReplyCancelreplyYouremailaddresswillnotbepublished.RequiredfieldsaremarkedCommentName*Email*WebsiteΔSearchfor:SearchEFENGLISHLIVEDEVELOPSFREEAPPTOHELPDISPLACEDUKRAINIANSLEARNENGLISHCategoriesEnglishInTheRealWorld178LanguageLab131CareerEnglish80StudyTips64EnglishLive12Testimonials5Elementary3EnglishCulture3News3Quiz2Englishatwork1BusinessEnglish1Advanced1ImproveyourEnglish1MOSTPOPULARARTICLESHowtoBoostYourEnglishWritingSkillsOnline5SimplewaystoimproveyourwrittenEnglish10mostfamousEnglishsonglyricsever–andtheirmeaningABOUTUSFoundedin1996,EFEnglishLivehasbeenatthecuttingedgeoflanguagelearningfornearlytwodecades,havingbeenthefirsttopioneera24-hourteacher-ledonlineEnglishcourse.Backedbyaworld-classteamofacademicandtechnicalexperts,plustwothousandcertifiedonlineEnglishteachers,ourmissionistousetechnologytocreateafundamentallybetterwaytolearnEnglish.