Jason Ginsberg / 12.09.2022Home / guides

How to write a professional email?

Writing emails is a critical skill for business and personal communications. What are the best practices for writing professional emails?
Sample professional email containing a proposal.
Job applications, interviews, family events, and team meetings all flow through email. However, unlike a casual text conversation, email has numerous best practices for writing and communicating. From email signatures and auto replies, to cold emails and CC/BCC practices, there is a lot to learn. In this blog, we’ll cover how to write effective emails that convey the perfect professional tone no matter the particular case. We’ll also review how features in existing email providers, including Gmail and Skiff Mail, can help you craft a perfect professional email to a coworker, friend, or new contact.We hope this blog helps with your email etiquette skills!

Why write professional emails?

It is important to write professional emails for several reasons. First, professional emails help to establish your credibility and trustworthiness. By using a clear and concise writing style, and following established guidelines for formatting and content, you can create a professional and polished impression that will help to build trust with your recipients.Second, professional emails help to improve communication and collaboration. By using clear and concise language, and organizing your ideas effectively, you can improve the clarity and effectiveness of your messages. This can help to facilitate better collaboration and understanding among your colleagues and clients.Third, professional emails can help to protect your reputation and maintain positive relationships. By using a professional tone and avoiding errors or misunderstandings, you can avoid damaging your reputation or causing offense to your recipients. This can help to maintain positive relationships and build trust with your colleagues and clients.Emails are primarily asynchronous - they create a formal record of both internal and external communications. So, checking for typos, using a clear email subject line, and double-checking the content before sending it are all critical practices.Overall, writing professional emails is an important skill that can help to improve your credibility, communication, and relationships.

Tips and tricks

  1. Start with a clear subject line that summarizes the purpose of your email. This will help the recipient understand the purpose of your email and decide whether to open it.
  2. Use a professional greeting. If you know the name of the recipient, use their name (e.g., "Dear Mr./Ms. [Last Name]"). If you don't know the recipient's name, use a generic greeting (e.g., "Dear Sir or Madam", or “To whom it may concern”).
  3. Keep the body of your email concise and to the point. Be clear and concise in your writing, and avoid using overly long or complicated sentences. Most emails should only be 2-3 sentences.
  4. Use bullet points or numbered lists to organize your ideas and make them easier to read.
  5. Use a professional closing. End your email with a closing such as "Sincerely" or "Best regards" followed by your full name and contact information.
  6. Proofread your email before sending it. Make sure there are no spelling or grammar mistakes, and that your email is easy to read and understand.
  7. Use a professional email signature. Include your name, job title, and contact information (e.g., phone number, email address, and website) in your email signature.
By following these tips, you can improve the professionalism of your emails and communicate more effectively in the business world.

Using CC and BCC properly

The "cc" (carbon copy) and "bcc" (blind carbon copy) fields in an email allow you to include additional recipients on an email without those recipients seeing each other's contact information.Here are some tips for using cc and bcc in professional emails:
  1. Use the cc field to include additional recipients who should be aware of the email, but are not the primary focus of the message. For example, you might cc your manager on an email to a client to keep them informed.
  2. Use the bcc field to include recipients who do not need to be aware of each other's contact information. This is useful for preserving privacy or for sending the same email to a large group of people without cluttering their inboxes with a long list of email addresses.
  3. Be mindful of the recipients' privacy. Always ask for permission before adding someone to the cc or bcc field, and avoid using these fields for sending mass emails without the recipients' consent. Particularly when communicating with someone for the first time, you may want to be overly considerate of privacy preferences.
  4. Keep the number of recipients in the cc and bcc fields to a minimum. Including too many recipients can make the email difficult to read and can make it appear spammy. It may also make it unclear who is expected to respond.
  5. Double-check CC and BCC when using them to make sure the right people are in each list.
By using the cc and bcc fields appropriately, you can improve the effectiveness of your professional emails and maintain the privacy of your recipients.


An autoreply is an automatic response that is sent to the sender of an email when you are unable to respond to their message in a timely manner. Autoreplies are commonly used when the recipient is out of the office, on vacation, or otherwise unavailable.Here are some tips for using autoreplies in professional emails:
  1. Set up your autoreply message in advance. This will ensure that you don't forget to activate it when you need it, and will allow you to customize the message to fit your specific needs.
  2. Keep your autoreply message brief and to the point. In most cases, a simple message acknowledging the receipt of the email and stating when you will be able to respond is sufficient.
  3. Include your contact information in the autoreply message. This will allow the sender to reach you if their message is urgent, and will also provide them with an alternative way to contact you if necessary. Or, provide your company name and a coworker’s contact information.
  4. Be sure to activate your autoreply message when you are out of the office or otherwise unable to respond to emails in a timely manner. This will let the sender know that you have received their message and when they can expect a response.
  5. Remember to deactivate your autoreply message when you are back in the office and able to respond to emails normally. This will prevent the sender from continuing to receive the autoreply message and will allow you to respond to their message in a timely manner.
By using autoreplies in a professional and timely manner, you can improve the effectiveness of your email communication and ensure that your messages are always responded to promptly.

Writing a great cold email

A cold email is an email that is sent to a recipient without any prior contact or relationship. Cold emails are often used in business to introduce oneself or one's company to potential clients or partners.Here are some tips for writing a great cold email:
  1. Start with a clear and concise subject line. The subject line should summarize the purpose of your email and entice the recipient to open it.
  2. Use a professional greeting. If you know the name of the recipient, use their name (e.g., "Dear Mr./Ms. [Last Name]"). If you don't know the recipient's name, use a generic greeting (see more above). You do not always need to write an overly formal email, but cold emails should lean professional.
  3. Keep your email concise. For cold emails, this is even more important. If the recipient does not know you, they may only take a quick glance, if any.
  4. Personalize your email. Make the email relevant to the recipient by mentioning their company, their industry, or a common interest. This will help to establish a connection with the recipient and make your email more compelling.
  5. Provide a clear call to action. Tell the recipient what you want them to do, whether it's to schedule a call, visit your website, or download a whitepaper. Be specific and make it easy for the recipient to take the next step.
  6. Use a professional closing. End your email with a closing such as "Sincerely" or "Best regards" followed by your name and contact information.
  7. Proofread your email before sending it. Make sure there are no spelling or grammar mistakes, and that your email is easy to read and understand.
By following these tips, you can write a great cold email that will capture the recipient's attention and encourage them to take the next step in the relationship. Cold emails frequently start profound business and personal relationships - so this is a key communication skill to master.

Using Skiff Mail for professional emails

Skiff Mail is a privacy-first, end-to-end encrypted email product that’s available on the web, iOS, Android, and on desktop. Writing a good email on Skiff is easy - beyond extensive formatting options in the compose window, Skiff Mail includes numerous free features intended to craft a professional email format. These include:
  • Built-in auto replies: From Skiff Mail’s settings page, you can include a customizable auto reply. These messages are useful during trips, vacations, or if you ever change email addresses.
  • Built-in signatures: Skiff Mail’s settings also allow for adding unique email signatures. Your chosen signature will be appended to all outgoing email messages.
  • Custom domains: Custom domains are one of the most important ways to level-up your business communication. Instead of sending from a consumer email address, like [email protected], you can send from any domain, such as <yourbusiness>.com. Skiff’s paid plans include support for up to five custom domains.
  • File storage, collaboration, and more: Skiff also includes a Drive product for file storage and sharing, as well as the Pages product for notes, wikis, and real-time collaboration. Using these tools to generate links and share files further enhances professional work.
Finally, if you choose to send a follow up email with additional information, Skiff Mail also includes a schedule send feature that will automatically send your email at a chosen date in the future.Once you’re ready to try it, sign up for free here.

Appendix: Professional email examples

Below, we include a few sample emails written using the recommendations above for writing professional notes. A good email need not incorporate every recommendation, but we focused on writing concise notes, using a clear subject line, and using formal opening and closing lines.Example 1Subject: Follow-up to our meeting last weekDear Mr. Smith,I hope this email finds you well. I just wanted to follow up on our meeting last week to thank you for taking the time to discuss the new project with me.As we discussed, I am confident that my team can deliver the project on time and within budget. I have attached a detailed proposal outlining the scope of work, timeline, and costs for your review.I would be happy to schedule a call to discuss any questions or concerns you may have. Please let me know if that works for you, and I will send over some available times.Thank you again for considering our proposal.Best regards,[Your Name]
Example 2Subject: Invitation to our annual conferenceDear Colleagues,I am pleased to invite you to our annual conference, which will be held on April 12-14 at the Marriott Hotel in downtown Stuttgart.This year's conference will feature keynote speeches from industry experts, panel discussions on the latest trends and challenges in our field, and networking opportunities with peers and clients.Attached, please find the conference program and registration form. Early bird registration ends on March 15, so please register soon to take advantage of the discounted rates.We hope to see you at the conference!Best regards,[Your Name]

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