examples of a proper email

In the digital age, effective email communication is more important than ever before. Yet, crafting a professional and courteous email can often be a daunting task. This article provides you with examples of a proper email that you can use as a template for your own correspondence. Feel free to edit these examples as needed to fit your specific needs and preferences.

Examples of a Proper Email Structure

Hey there,

Writing an email might seem like a simple task, but there’s an art to crafting a clear, professional, and effective message. A well-structured email can make a big difference in how your message is received.

Let’s dive into the anatomy of a proper email:

**Subject Line:**

Consider your subject line as your email’s attention-grabbing headline. Keep it concise, descriptive, and relevant to the main purpose of your message. A good subject line should entice the recipient to open your email.


Start your email with a friendly and appropriate salutation. If you know the recipient’s name, use a personalized greeting. Otherwise, opt for a more general salutation like “Hello there” or “Good [time of day].”


The body of your email should be divided into clear paragraphs. Start with a brief introduction, then state your main points, and conclude with a call to action or next steps. Use clear and concise language, avoiding jargon or technical terms.

**Call to Action:**

End your email with a clear call to action. Tell the recipient what you want them to do next, whether it’s replying, scheduling a meeting, or visiting a website. Make it easy for them to follow through.


Wrap up your email with a professional closing remark. Common options include “Best regards,” “Sincerely,” or “Thank you.” If you’re particularly familiar with the recipient, you might use a more casual closing like “Cheers.”


Include your full name, job title, company, and contact information in your email signature. This makes it easy for the recipient to identify and contact you if needed.

Email Templates

Tips for Composing a Professional Email

Crafting a well-written email is crucial for effective communication and maintaining a positive professional image. Here are some tips to elevate your email writing skills:

  • Clear Subject Line: Compose a concise and informative subject line that accurately reflects the email’s content. It should entice the recipient to open the email and save your email from being lost in the inbox clutter.
  • Professional Salutation: Begin the email with a formal salutation such as “Dear [Recipient’s Name]”. Avoid using overly casual greetings like “Hey” or “Hi there”.
  • Organized Body: Structure the email body into clear paragraphs, each focusing on a specific topic. Use bullet points or numbered lists to present information in a visually appealing and easy-to-read manner.
  • Formal Language: Employ formal and specific language, avoiding slang or colloquialisms. Use active voice instead of passive voice to convey a sense of urgency and clarity.
  • Proofread Carefully: Before sending, proofread the email thoroughly for any errors in grammar, spelling, or punctuation. A well-proofread email exudes professionalism and attention to detail.
  • Appropriate Tone: Match the tone of the email to the intended audience and purpose. Be respectful and avoid sounding confrontational or dismissive.
  • Follow-Up: If necessary, follow up with the recipient after a reasonable amount of time to ensure they have received the email and to inquire about any needed action.
  • Use an Email Signature: Create a professional email signature that includes your full name, job title, company, and contact information.

Remember, a well-crafted email reflects not only your professionalism but also the organization you represent. By adhering to these tips, you can enhance your communication effectiveness and maintain a positive professional demeanor.

## FAQs: Writing Professional Emails

### **Q:** What is the proper salutation for a formal email?
**A:** Begin with “Dear [Recipient’s Name],” or “Hello [Recipient’s Name],” followed by a colon.

### **Q:** How should I format the body?
**A:** Use clear and concise language, breaking up text into paragraphs for readability. Avoid jargon or technical terms, and proofread for any errors.

### **Q:** What is the appropriate closing for a professional email?
**A:** End with a polite closing, such as “Sincerely,” or “Best regards,” followed by your name.

### **Q:** How do I handle multiple recipients?
**A:** Use the “To:” field for primary recipients and the “Cc:” field to copy others for their information. Separate email addresses with commas.

### **Q:** Is it acceptable to use emojis or GIFs in a professional email?
**A:** While emojis and GIFs can add a personal touch, they should be used sparingly and only in appropriate contexts. Overuse can be unprofessional.

### **Q:** How do I handle sensitive information?
**A:** Avoid sending sensitive information via email unless necessary. If you must do so, use encryption or mark the email as confidential.

### **Q:** What should I do if I notice an error after sending an email?
**A:** If you realize an error immediately, you can try to recall the email. If the error is significant, contact the recipient and apologize, offering to correct the mistake.

Thanks for Reading!

I hope you enjoyed these examples and found them helpful. Remember, when you’re writing an email, it’s always good to keep things clear, concise, and professional. But don’t forget to have a little fun with it! Your personality can shine through even in the most formal of emails.

Thanks again for reading, and be sure to check back for more email writing tips soon.