Short answer: Decide what you want the reader to do before you write. Then put it in a specific subject line, greet the person by name, state your request in the first two sentences, add only the context they need, and close with a clear next step and a deadline if there is one. Keep it short, check the recipients, and proofread once before you click Send.
This guide covers the structure of a professional email, how to write each part, examples you can copy (with placeholders in angle brackets), how to get a fast reply, and where the Compose button is in Gmail, Outlook and Apple Mail.
The structure of a professional email
| Part | What to write | Example |
|---|---|---|
| Subject line | The topic plus what you need | Approval needed: <project> budget by Friday |
| Greeting | The person's name, matched to how formal they are | Hi <Name>, / Dear Ms <Surname>, |
| Opening | Your request or main point, in one or two sentences | Could you approve the attached budget by Friday? |
| Context | Only the background the reader needs to act | It covers the three changes we agreed on Tuesday. |
| Next step | What happens now, who does it, by when | If it looks right, a quick yes is enough. |
| Closing and signature | A sign-off and your name, role and contact details | Thanks, <Your name> |
You won't always need every part. A reply to a colleague can be two lines. A first email to a client or a hiring manager needs all of them.
How to write a professional email, step by step
1. Decide what you want
Before you type, finish this sentence: "After reading this, I want <recipient> to...". Approve something, answer a question, book a time, or just know something. If you can't finish the sentence, the email isn't ready, and the reader won't know what to do with it either.
2. Pick the right recipients
Put the people who need to act in To, and people who only need to know in Cc. Use Bcc for large lists where recipients shouldn't see each other's addresses. Don't copy your manager or a whole team by habit, and default to Reply rather than Reply all. Our guides to what CC means in email and when to use BCC go into the details.
3. Write a subject line that says what you need
People scan subject lines to decide what to open now and what to leave. A good one names the topic and the action, and is specific enough to find later in search. A short prefix such as Decision needed, Action required, Question or FYI tells the reader what kind of message it is. Mark something urgent only when it is.
| Weak | Stronger |
|---|---|
| New marketing strategy | Decision needed: <campaign> plan by <date> |
| Quick question | Question about the <invoice number> payment date |
| Meeting | Request: 30 minutes next week to review <project> |
| Following up | Following up: <proposal name> sent on <date> |
| Hello | Introduction from <mutual contact>: <your role> at <company> |
4. Greet the person by name
Use the recipient's name, spelled correctly; "To whom it may concern" reads like a form letter. "Hi <Name>" works for most workplaces, "Dear <Name>" for formal or first contact, and "Hello <team name>" for a group. If you are writing for the first time, say in one line who you are and how you are connected.
5. Lead with the point, then add context
Put your request or main news in the first two sentences, then the reason, then any detail. Many readers decide from the first lines whether to act now. Skip long warm-ups like "I hope this email finds you well" if it delays the point; a short friendly line is fine.
Give enough background that the reader doesn't have to dig through old threads, especially if you are following up on a conversation or writing to someone new. Then stop.
6. Keep it short and easy to scan
- Aim for something the reader can take in on one phone screen. If it runs longer, ask whether part of it belongs in an attachment or a call.
- Use short paragraphs of two or three sentences.
- Use a numbered list for steps or several questions, so the reader can answer point by point.
- Bold one key date or decision if you must, not whole sentences.
- Cover one topic per email. Two unrelated requests in one message usually get one answer.
7. End with a clear request and a deadline
Say exactly what you need and by when: "Could you confirm by Thursday at 3pm?" works better than "Let me know your thoughts." If the decision is big, ask for a small first step, such as a 15-minute call or a yes or no on one option.
8. Close politely and sign off
Thank the reader if you are asking for something, then sign off with something neutral such as Best regards, Kind regards, Thanks or Best. Your signature should carry your name, role, company and one way to reach you. For more options and when to use each, see our guide to email closing lines.
9. Proofread before you send
Read it once out loud or from the reader's side. Check names, dates, numbers and attachments ("see attached" with nothing attached is the classic slip). Make sure the tone fits: if you wrote it while annoyed, wait ten minutes.
10. Send at a sensible time, and follow up once
Send during the recipient's working hours where you can. If you write late at night, schedule it: Gmail has Schedule send under the arrow next to Send, and Apple Mail has a Send Later button. If you hear nothing, one polite follow-up after a few working days is normal. Reply in the same thread so the context is there.
Professional email examples
Requesting a meeting
Subject: Request: 30 minutes next week to review <project>
Hi <Name>,
Could we meet for 30 minutes next week to go through the open issues on <project>? Two of them affect the <date> deadline, and I would like your view before we decide.
I am free Tuesday or Wednesday afternoon. If neither works, send me a time that does.
Thanks,
<Your name>
Following up when you haven't heard back
Subject: Following up: <proposal name> sent on <date>
Hi <Name>,
I am following up on the proposal I sent on <date>. Have you had a chance to look at it?
If it helps, I can walk you through it in a 15-minute call this week. Otherwise, a yes, no or "not now" is useful so I can plan.
Best regards,
<Your name>
Asking for a quick response
Subject: Quick answer needed by <time>: <topic>
Hi <Name>,
I need one answer from you by <time> today so we can <reason>: should we go with option A or option B?
A: <one-line summary>
B: <one-line summary>
A one-letter reply is perfect. Thank you!
<Your name>
Introducing yourself
Subject: Introduction from <mutual contact>: <your role> at <company>
Dear <Name>,
<Mutual contact> suggested I get in touch. I lead <area> at <company>, and we are working on <topic> that relates to your work on <their project>.
Would you be open to a 20-minute call in the next two weeks? I can work around your schedule.
Kind regards,
<Your name>
<Role>, <Company>
How to get a quick reply
- Make the reply easy: ask a yes or no question, or offer two options.
- Put the deadline and the reason for it in the email, and in the subject line if it is truly time-sensitive.
- Ask one thing at a time. Each extra question makes it more likely the email waits for "later".
- Thank the reader in advance when you ask a favor; it reads as polite, not pushy.
- Send it to the person who can decide, not to a group where everyone waits for someone else.
Polite ways to say you need it soon: "Could you reply by <time>?", "I would appreciate an answer by <day> so we can <reason>", or "A short reply is fine." Avoid "ASAP" on its own; it gives no time and sounds abrupt.
How to compose an email in Gmail, Outlook and Apple Mail
"Compose" just means writing a new email. Where to start one:
- Gmail on a computer: click Compose at the top left, add recipients in To (Cc and Bcc are next to it), add a subject, write the message and click Send.
- New Outlook for Windows and Outlook on the web: select New, then Mail (or press Ctrl+N in new Outlook), fill in To, Cc or Bcc, type your subject in Add a subject, and select Send. If Bcc isn't showing, select Bcc to the right of To.
- Apple Mail on Mac: click the New Message button in the toolbar, type the address in To, enter the subject and message, and click the Send button. Use Send Later to schedule it.
Use a professional email address
Your address is part of the impression. Use your name or initials (firstname.lastname@ or f.lastname@), skip nicknames and jokes, and use your work or own-domain address for business. Keep it short enough to say out loud without spelling it twice.
Can AI help you write professional emails?
Yes, for drafts and polish. AI writing tools can turn rough notes into a first draft, shorten a long message, or make the tone more formal or friendlier. Treat the result as a draft: check the facts, the names and the request, and make sure it sounds like you.
Disclosure: we make Canary Mail. Canary Mail is an email app for Mac, iPhone, iPad, Windows and Android that works with Gmail, Outlook, iCloud, Yahoo, Exchange and IMAP accounts. Its Growth plan ($36 a year) adds AI writing and summaries, read receipts and send later, and your email is not used to train AI. More than 2 million people use it, and Apple has featured it on the App Store and the Mac App Store. There is a free plan and a 7-day trial of the paid plans.
Frequently asked questions
How do I start a professional email?
Greet the person by name ("Hi <Name>" or, more formally, "Dear <Name>"), then state your request or main point in the first sentence or two. If you are writing for the first time, add one line on who you are and how you are connected.
How do I write a formal email in a professional way?
Use a specific subject line, a formal greeting, short paragraphs, your request near the top, a clear next step, and a neutral sign-off such as Kind regards with your full signature. Avoid slang, emoji and jokes, and proofread before sending.
What are the 5 Cs of email writing?
Lists vary, but they usually ask that an email be clear, concise, correct, courteous and complete: easy to understand, no longer than needed, free of errors, polite, and containing everything the reader needs to act.
How long should a professional email be?
As short as it can be while still giving the reader what they need to act. For most requests that is a few short paragraphs at most. If it needs more, consider an attachment or a call.
How do I ask for a quick response politely?
Give a specific time and the reason: "Could you reply by 3pm today so we can confirm the order?" Make the answer easy, such as a yes or no, and thank the reader in advance.
What does compose email mean?
Composing an email means writing a new message. In Gmail you click Compose, in Outlook you select New, then Mail, and in Apple Mail you click the New Message button.