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101 Writing a Professional E-mail with Examples

Moustafa Ahmed June 14, 2023 3 min
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Professional E-mail Writing Importance

Being proficient at writing emails is a quality that will be needed whether you’re a candidate, employee, or entrepreneur. Let’s know how to write a professional email to achieve your goals.

How to Start an E-mail Professionally

  • An email is like a letter that you want the reader reach its end. Nearly, a perfect start is a major reason for successful emails.
  • Developing a good impression from the early start comes from the good wishes when you hope to the recipient that he’s doing well in any form. It could be simple as “I hope all is well” or more specific like  “Hoping you’re having a good day/ you had a nice weekend.”
  • Fix the anchor in the first sentence! If it’s not your first contact with the recipient, you might not introduce yourself; However, if it’s the first email you send, include your self-introduction within the first paragraph, but start with an anchor line to make sure that you’ve grabbed the recipient’s attention. The anchor line could be a fact, statement, or pain point the recipient suffers from.
  • After the starting line, you should gradually show the reason for sending this professional email. Are you applying for a job? Do you need a salary rise? Are you sick and requesting sick leave? Make it as clear and direct as possible in two or three sentences.

Professional e-mail starting lines Examples

Here is a table that Whitecollars provides to you to be aware of all the professional email starting lines that include salutations and the suitable condition that you could use them, whether you’re starting a conversation or replying to an email.

 

Condition Salutation Condition Starting Line
If the recipients are one or two persons
  • Dear [Name],
  • Dear [Name] and [Name],
If the recipient doesn’t know who you are Allow Me to Introduce Myself
If the recipients are more than two persons
  • Dear all,
  • Hello everyone,
The recipient dealt with you at least once
  • Hope this email finds you well
  • I hope you enjoyed your weekend
  • I hope you’re doing well
  • I hope you’re having a great week
  • I hope you’re having a wonderful day
If you are not certain of the recipient’s name
  • Dear [Title],
The email is a follow-up
  • As we discussed on our call
  • As per our previous conversation
If you don’t know the identity of the recipient
  • Greetings,
  • Hello,
This email is a reply
  • It’s great to hear from you
  • Thank you for your help
  • Thank you for the update
  • Thanks for getting in touch
  • Thanks for the quick response

 

How to End a Professional E-mail

Same to a good starting line that develops a nice first impression, the sign-off or the closing sentence should be distinctive as it’s the last sentence the recipient sees in the email.

 

The last paragraph in your email is a recap of the email details in a concentrated form, it also includes a CTA or a request that encourages the recipient to do the action you’re waiting for.

 

The closing line represents the major objective of the email in one line, with a wish to receive a reply, have a meeting, or receive a call from the recipient. Then, it’s time to thank the recipient for his time.

 

Professional e-mail ending lines Examples

Here is another table that illustrates how to sign off an email professionally in different conditions, where each purpose of sending an email has a suitable sign-off that completes the harmony of the email.

 

Condition Closing line/sign-off
For showing gratitude and requests
  • Thanks in advance
  • Thanks
  • I appreciate your [help/input/feedback.]
For all regular emails
  • Regards
  • Sincerely
  • Best wishes
  • Warm wishes
  • With gratitude
  • Respectfully
Sending a CV/Sales Kit/Proposal
  • Thank you for your time
For accepting a job offer
  • Thank you for the opportunity
For an apology email
  • I trust we can put this situation behind us
  • We are excited to continue our partnership
  • I hope this apology closes the matter and enables us to move forward positively

 

Examples of Professional E-mails

Professional emails have many purposes that employees could use. It starts with job seeking, where a cover letter has to accompany the CV. Official requests, task inquiries, apology letters, and others are all forms that employees use during their work life cycle.

 

Cover Letter Example

A cover letter is a must that you should attach to any job application to illustrate the strong points that make you suitable for the vacancy; mentioning specific skills, experiences, and qualifications. Here’s an example:

 

Dear hiring manager [name],

I was excited when I read the job ad for the vacancy of [job title]. I believe that the experience I have perfectly match the duties of this position. I am enthusiastic about submitting my application.

My most recent position was at [company name], where I was a [job title]. Additionally, I have recently participated in a [mention an accomplishment in your last job that is relevant].

I have attached my resume to this email. This will help you learn more about my experience, education, and achievements.

Looking forward to hearing from you,

[Your name]

 

Request E-mail Examples

They are professional emails that you send to offer an official request from the manager or a high board member, they are focused and to the point:

 

1- Vacation request

Dear Mr./Mrs./Ms. [Last name],

How are you? I hope you’re fine. Regarding the efforts, I’ve done and you’ve witnessed during the last project, I would like to request a vacation from [Date]  till [Date].

I will make sure to close all my current projects and complete pending tasks in advance before the vacation. I’ve agreed with my colleagues [Name] and [Name] to cover my responsibilities during my absence and any new task will be passed to them. When I return, the tasks become my responsibility.

Looking forward to your approval.

Sincerely,

[Your name]

[Job title]

 

2- Salary rise request

Dear Mr./Mrs./Ms. [Last name],

I am grateful for the opportunity to work for [Business name] as a [Job title]. Over the past [Duration of employment], my responsibilities at the company have expanded, I always try to go the extra mile seeking business growth. The company policies have always valued employees on both financial and subjective sides. I  would, therefore, like to respectfully request a meeting to review my salary.

As you know, my salary has remained the same since [Date]. Since then, I have happily added some duties to my workload that have allowed me to contribute even more to the company.

I believe that my growing contributions to the company and my new qualifications justify a pay rise.

I would like to meet you to discuss a raise in my salary. I look forward to hearing from you.

Sincerely,

[Your name]

[Job title]

 

Apology E-mail Examples

These are examples of professional emails whose senders expressed their apologies to the recipients whether they were managers, coworkers, or even clients. The emails take into consideration of the apology structure as follows:

 

1- Apology to a client

Dear [client’s name],

I’m sending this email asking you to accept my deepest apologies on behalf of [business name] for the poor experience you had and how negatively it affected you.

I would also thank you for bringing these issues to my attention through your official complaint and please know that we are making every effort to correct our mistakes to prevent these events from happening in the future.

Please accept a gift card, as a token of our apology, that makes using any of our services free of charge the next time.

I hope to greet you again soon at [Business name].

Yours sincerely,

[Your name and job title]

 

2- Apology to a manager

Dear [manager’s name],

I owe you an apology for giving you incorrect information about [event] on [date]. I regret any hardship I may have given you; it was not my goal to present false information.

Although I didn’t mean to mislead you, it appears that a thoughtless error led to the erroneous information. I promise to think more carefully in the future and take this experience’s lessons to heart.

Please do not hesitate to share any other concerns with me and I’d be glad to discuss them further.

Best regards,

[Your name]

The Conclusion

In the professional world, emails play a crucial role in communication for job seekers, employees, and entrepreneurs alike. When crafting an email, it’s important to start on the right foot by introducing yourself in the first paragraph. This creates a good impression and helps the recipient understand who you are and why you’re reaching out.

Make sure you didn’t miss Your Complete Guide to Writing A Professional Email

Additionally, it’s important to use clear and direct language when stating the purpose of your email. Choosing an appropriate salutation and closing sentence is also important. These elements help to create a sense of harmony and professionalism throughout the email. Finally, a suitable sign-off should be added to complete the message.

Need Extra Help With Your E-Mails?

Whitecollars provide guidance and training for newcomers to working life and the current workers need to improve their skill set to land better jobs or start over a new career ask for help here in the Career Counselling program we’ll be there always for you.


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