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How to Write a Professional Email

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Woman typing on laptop

By Lily Cooper
Student, College of Humanities and Social Sciences

With the days of letter writing getting further and further away and text messages being more prominent, the art of professionally crafting an email is getting lost in-between the cracks. Email is how most employers and professors communicate and it is important to know how to properly write an email.

You won’t encounter an employer who accepts an email written like a text to your best friend. So, to save you the embarrassment and set yourself up for success, here is how to properly write an email.

Write a Clear Subject Line

A subject line is like the preview of the text you receive on your phone. You are addressing the topic on which you are writing to them. Writing the title of the assignment in the subject line looks much better than writing, “I have a question” or “hi.”

Greet Them

Don’t jump right into the email. You should say “Good Morning,” “Hi” or “Hello.” Maybe even follow it with an “I hope you are doing well.” It’s simply polite.

End it Properly

After you write the email, you should end with a “Sincerely,” “Thank you” or “Have a good day.” It’s a pleasant way to end the email and end on good terms.

Check Your Grammar

The biggest way to get ignored is to use improper language and have a multitude of grammar mistakes throughout the entire email. Take the extra few minutes to reread your email and make sure you used the right form of “your.”

Have a Call-to-Action

When writing an email regarding a problem, don’t just state the problem and press send. Address the problem and then suggest a solution. Check out the example below:

“I am emailing you because I have been struggling to keep up with the essay due on November 3rd. I was wondering if I could receive an extension for the assignment so that I can present my best work.”

Don’t Be Rude

If a situation ever arises when you are angry and are contacting someone about it, be sure to wait at least 24 hours. Never write an email when you are angry. It won’t reflect well on you and your character. If after 24 hours you still have an issue, calmly and clearly craft an email addressing it.

Use the Example Below

Here is an example email to help you get started when crafting ones to your employer or professor:

Good Morning,

I’m writing because I saw that my grade in the grade book says I got a 0/100 when on my physical test you had put an 82/100. I was wondering if you could change it in the grade book before the grades are due for the end of the semester.

I can bring you my physical test to class tomorrow if that is easier.

Thanks so much,

[Your Name]

Tip: if you are writing this on your phone, please take out the signature “Sent from my iPhone.” People don’t want to know that you wrote it on your phone.

If you are interested in learning more about all GCU’s campus has to offer or want to read more about GCU, check out our website.

About Lily Cooper
Professional Writing Major, Copywriter for GCU Blogs

Lily Cooper is a senior at Grand Canyon University and currently studying professional writing with a minor in marketing. She aspires to combine her love for writing and editing into a job in the publishing industry. In her free time, you can find her updating her blog, keeping up with her Instagram aesthetic and water coloring in her Bible. She believes that anything can be solved with a Taylor Swift lyric.

Read more about Lily.