How to Write a Professional Email That Actually Gets a Response

Email is one of the most effective communication channels, both inside and outside an organization.

Whatever your position, you will probably use email for its efficiency. You may need to write an introductory letter, exchange information, deliver a critical update, or wrap up an important meeting.

A well-crafted email gives the recipient a welcoming, concise, and actionable message. Writing emails that meet these requirements can be learned with practice. You need to craft your email professionally if you want it to stand out, be opened, and read.

In this article, we'll walk through creating a professional email that grabs the reader's attention and gets them to take action, whether you send emails manually or use automation. email marketing.

What is professional email?

There are several approaches to writing a professional email. This can be a thank you letter, a resignation letter to your employer, or a cover letter with a resume for a job application. Whatever the reason for sending an email, you should write a professional note to increase the chances of success.

As with other forms of communication, you should start by introducing yourself before diving into the purpose of the email and asking the recipient to take action. A professional email does not look like the example below.

Source: Moosend

A professional email must be meticulously constructed with specific elements that we will analyze in the next section.

Elements of a professional email

Every business email can be broken down into the same basic parts. You cannot use all of these components, but you should always carefully consider each one.

It is impossible to underestimate the effectiveness of a well-structured professional email that gets the message across in minimal words and motivates the reader to take action. To better understand how to create that experience, here is a list of things to keep in mind when writing.

Object

The subject line of the email, along with your name or email address, will be what the recipient will see before deciding whether or not to click on your email. Therefore, you want to make sure that you articulate the purpose of your message and set expectations.

It also needs to be convincing to persuade the recipient to open the email. No matter how your email body is structured, if the subject line doesn't grab their attention, they might not even open it, and that's the last thing you want as a professional.

Here are some subject line tips to keep in mind for your next business email:

Use less than 60 characters. Clearly state the purpose of the email in one sentence. Bring it up, starting with the recipient's name.

For example, if you need to reschedule a meeting, you can write, "Hey [first name], can we please reschedule the meeting?". If you want to invite someone to a webinar, you can write: "[name], here's your chance to learn all about email marketing!"

Source: Moosend

Pro Tip: When crafting subject lines for cold emails, remember not to mislead the audience by writing clickbait subject lines. Always be authentic, using a concise subject line that conveys your message while respecting their time.

Greeting

Making the best first impression possible with a formal salutation, commonly referred to as a salutation, is crucial when writing a professional email.

This is crucial because not spelling someone's name correctly or using an incorrect salutation can affect how they perceive you. Thinking enough about the welcome sets the tone for the whole email.

Unless the recipient works for a more formal service...