Professional Email
Templates

A professional email starts with a clear subject line that summarizes your purpose. Open with an appropriate greeting, state your purpose in the first sentence, provide necessary context in the body, and close with a clear call to action. Keep paragraphs short, use bullet points for lists, proofread before sending, and always include a professional signature with your name, title, and contact information.

The best opening depends on the context. For formal emails, use 'Dear [Name]' or 'Dear Mr./Ms. [Last Name]'. For semi-formal business emails, 'Hello [Name]' or 'Hi [Name]' works well. Avoid 'To Whom It May Concern' unless you genuinely cannot identify the recipient. After the greeting, lead with your purpose: 'I am writing to...' or 'Following up on our conversation about...' Never bury your reason for writing.

Most professional emails should be between 50 and 200 words. Research shows emails between 75 and 100 words get the highest response rates. If your email exceeds 200 words, consider whether the information would be better communicated in a meeting, phone call, or attached document. Use formatting like bullet points and bold text to make longer emails scannable.

Wait 2 to 3 business days before following up on a standard business email. For job applications, wait 5 to 7 business days. For time-sensitive matters, following up after 24 hours is appropriate. When you follow up, reference your original email, restate your request briefly, and add new value rather than simply asking if they received your message.

A resignation email should be brief and professional. Include a clear subject line like 'Resignation - [Your Name]', state your intention to resign, specify your last working day (typically two weeks from the date), express gratitude for the opportunity, and offer to help with the transition. Keep the tone positive regardless of your reasons for leaving. Do not use a resignation email to air grievances or criticize the company.