Making your email look professional

Create a custom email address

A custom email address in the format yourname@yourcompany.com shows customers and colleagues that you mean business.

Double check your CC: and BCC: lines

when emailing multiple recipients who don’t know each other, don’t use the To: or CC: lines. It shares your contacts’ addresses with strangers, and if anyone replies to all it can annoy everyone. Avoid embarrassment and sue the BCC: line, no one will be able to reply to all or see others’ addresses.

Do the To: line last

When we write from top to bottom, it’s easy to hit the wrong key and send before finishing. Remove the possibility of misfired emails by waiting to add contacts until you know you’ve crafted an A+ email.

Make smart use of the subject line

If your subject line doesn’t give a reason to click, your email will never get read. It may depend on your readers, but in general keep subject lines focused, personal, and show the value or urgency of reading.

Effective subject lines

  • Bond issue: Sue spoke highly of you (topic first, praise)
  • Please reply by EOD (specific, urgent)
  • Want to know what Stew said? (intriguing , personal)
  • 7 ways my bird said I could help you (numeric, odd, value)

Ineffective subject lines

  • hi (wasted space, save greetings for the body)
  • gotta ask you a question (unspecific)
  • WORK THING FROM MEETING (unspecific, CAPS=yelling)
  • Thought I’d send you an email (obvious)

Organizing with spacing and bullets

Don’t clump information into long paragraphs; instead write in succinct points and make them stand out through spacing and bullets.

A smart fix for large attachments

Video and multimedia files are often too large to email. File sharing is the solution. It allows you to upload files to the cloud and share them via a link to the uploaded file.

Include clear next steps

Include clear call-to-action stating precise next steps, whether it be to follow a link, call a number, reply to your email, just make it clear.

Good examples

  • Learn how we can help your business at companyx.com
  • To get your starter kit, all Amy at xxx-xxx-xxxx.
  • Interested in visiting xxx? Just reply to this email.

Add a signature with logo

A signature is a subtle yet potent opportunity to build your brand with every email. It can include not just a lot of info but also some visual interest in the form of a company logo.

Finally, proofread!

Don’t just proofread for spelling and grammar mistakes. Always double-check that your tone is appropriate to the subject matter. Be careful of jokes and sarcasm; ensure you don’t refer to an attachment but not including one.

Send off!

Hopefully, you now successfully make a professional email. Repeat this for every professional email and make it a habit.


Disclaimer: this is a summarization from this office 365 pdf.