How to Start a Professional Email

A professional email is essentially any email sent in a professional capacity. For example, an email to your manager would be considered a professional email, while an email to a close friend would be considered a personal email. In most cases, any email you send in the workplace, during the job search or hiring process, while communicating with people in your professional network, and when corresponding with someone in relation to your education, certifications, or other professional-related topics should be written in a professional capacity.

Common recipients of a professional email include:

• Coworkers
• Workplace team members
• Managers
• Supervisors
• Employers
• Hiring managers
• Recruiters
• Networking professionals
• College or university professors

Here are a few steps to take when beginning a professional email:

1. Find out the exact spelling of the recipient’s name. Misspelling the email recipient’s name can come off as lazy or even disrespectful, so it’s important to ensure you spell their name properly to show respect and that you care about how the person perceives you. If you aren’t sure of their first name, you can also use Mr./Mrs./Ms. followed by their last name.
2. Use professional language. Even if you are very excited about writing the email or you are on friendly terms with the recipient, if it’s a professional email it’s important to keep your language as professional as possible. This means using properly spelled words, avoiding slang or abbreviations, and not including excess exclamation points or emojis.
3. Tailor your introduction to your audience. If you are writing to the CEO of your organization, you’ll likely want to use a different and more formal introduction than you would with a colleague you speak to regularly. Understanding and catering your introduction to your audience ensures your greeting is effective and does not come off as overly formal or too casual.

Learn more: 5 Business Email Format Tips That Will Help You Succeed

Here are a few things you shouldn’t do when beginning a professional email:

• Using slang or smiley faces: In most cases, using slang, smiley faces, exclamation points, emojis, and any other form of language that isn’t of a professional nature should be avoided when starting a professional email.
• Not editing your email: You should never send a professional email without first editing it at least once. Even if you feel there are no errors, it’s important to give it a once over to ensure you didn’t overlook any minor misspellings or grammatical issues. Errors can come off as unprofessional and even result in the recipient dismissing you.
• Using the same subject line from an old email: If you’ve exchanged emails with the person before and are now writing an email about a new subject, you should create a new email with a related subject line rather than simply replying to an old email with an irrelevant subject line. This ensures the recipient knows what the email is about and that it doesn’t get overlooked in their inbox.

Learn more: The Dos and Don’ts of Business Email Etiquette

Here are several examples of how to start a professional email:

• I hope this email finds you well
• Good morning
• Good afternoon
• Good evening
• I hope you’re doing well
• I hope you’ve been well since the last time we spoke
• I hope you’re having a good week
• I hope you’re having a great day so far
• I hope you had a good weekend
• I hope you enjoyed your weekend
• It was great to hear from you
• I hope you’re enjoying your day so far
• I hope you’re having a wonderful day
• Thank you for reaching out
• Thank you for getting in touch
• Thank you for your recent help
• Thank you for your time in this matter
• Thank you for your quick reply
• Thank you for such a timely response
• Thank you for the update on this matter
• I’m reaching out to discuss [matter the email is in reference to]
• I would love to get your advice on [subject]
• I would love to get your take on [a specific matter]
• As we discussed on our call [day the call was held]
• I’m reaching out to follow up on…
• To follow up on our meeting [day the meeting the was held]
• As promised, I’m reaching out…
• I’m reaching out to provide you with an update on…
• [Name of mutual contact[ suggested I reach out to you
• I was [reading/watching/listening to] [article/video/audio] and it reminded me of you, so I wanted to reach out…
• I was just thinking about you and wanted to touch base
• Congratulations on [the recipient’s most recent accomplishment]
• I wanted to reach out to let you know I appreciated your [recent contribution]
• I hope you enjoyed your [vacation or event attended by the recipient]
• Thank you again for taking the time to meet with me [date you met with the recipient]
• I’m writing to introduce myself
• I’m writing to introduce you to [first and last name]
• Hope all is well
• Hope you had a terrific weekend
• I wanted to reach out to check in on…
• Here is the information you requested regarding…
• It was great to meet you at…
• I’ve noticed that…
• I would be grateful for your advice regarding…
• It was great to see your organization at [event]