7 Tips for Writing Better Professional Emails

Written by Elyse Ball

As we kick off our summer I-Corps session next week, dozens of innovators, entrepreneurs and students will find themselves reaching out to potential interviewees via email, LinkedIn messaging or via chat forums. While it may simple, a well-crafted message can be the difference between landing a meaningful interview or failing to connect at all.  
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In service of upping your interview game, here are 7 simple tips for writing better professional emails. These same tactics can also apply to any other written or verbal communication where you are trying to land new contacts. 

1. Have a Clear and Concise Subject Line:
​The subject line serves as the gateway to your email's content. Make it informative and concise, summarizing the purpose of your message in a few words. A well-crafted subject line grabs the recipient's attention, increases the chances of your email being opened promptly, and sets the tone for the conversation. 
 
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2. Use a Professional Tone:
Avoid slang, jargon, or overly casual language, particularly as part of your first contact with someone. Be polite and courteous. You can still be yourself, just a version of yourself that demonstrates your professionalism and competence. 
 

3. Keep it Brief and to the Point:
In today's fast-paced work environment, people appreciate brevity. Use short paragraphs and bullet points to improve readability. Try to keep the email to 3 sentences and never write an email longer than 6 sentences to a new contact. 
 

4. Be Mindful of Tone and Context:
Unlike face-to-face conversations, email lacks non-verbal cues, making it susceptible to misinterpretation. Before hitting the send button, read your email carefully and consider the tone it conveys. Some software plugins can even tell you what tone your email is sending. If you’re worried about tone, download one and check before sending professional emails to new contacts. 
 

QuillBot:
QuillBot is a tool that helps you write professional emails. You can choose from a range of tones, including formal, simple, and creative to ensure the email aligns with what you want to say. 

​They have lots of other features that can help you perfect your emails. There is a free plan, and a paid monthly subscription with different price ranges for $4 to $10

​Grammarly:
​Grammarly offers many features that help you write emails, some of these features are free and some require the paid version. The plugin helps perfect grammar, makes writing easy to understand, and Grammarly’s tone detector tool (a paid feature) can even analyze the tone of your email to help you get your point across in the best way that avoids conflict or confusion. ​

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5. Proofread and Edit:
Errors and typos can detract from the professionalism of your email and can literally make people less likely to respond. Take the time to proofread and edit your email before sending it. In many cases, you’ll use the same email template for several contacts, so it might be worth having a colleague review it to catch mistakes you might have overlooked. Again, software plugins, like ProWritingAid, can help you catch grammar, spelling and punctuation errors. Just don’t rely entirely on them.  

ProWritingAid​:
ProWritingAid has a web document editor and a browser extension that lets you edit anywhere you write online. It works with most email providers which makes it easy to compose error-free emails. It highlights all spelling errors, misused words, punctuation mistakes, and grammatical errors. It is free with limited features or $10 a month for full access.  


6. Write Emails Like a Letter:
Adhering to more formal etiquette demonstrates respect and professionalism. Begin your email with a proper salutation, addressing the recipient by their name or title. Sign off with a professional closing, such as "Best regards" or "Sincerely." You probably don’t need to keep this up with every email you write. But for new contacts it makes a great first impression. 
 
7. Use Attachments and Formatting Wisely:
​Attachments can be useful for sharing relevant documents or additional information. However, many corporate email systems filter out or flag emails with attachments, because they are potential security risks. As a rule of thumb, don’t put attachments on your first email to someone. Send the attachment after you have established contact and know if the person you are emailing will actually get the email.  
 
Finally, remember, effective email writing is not just about conveying information, but also about building meaningful connections and fostering productive collaborations. By taking a bit of extra time and care with your emails, you can make a positive first impression and increase your response rates.