Whether you’re trying to land a new job, secure a business contract, or network with a new business connection, knowing how to write and send a professional email message is essential.

In this blog post you’ll learn the 4 parts to a professional email that will impress the person on the other end and ensure you don’t mess up any big opportunities!

If we’ve never met before, I’m Heather Austin from ProfessorAustin.com and The Career Club on Facebook. I teach working professionals, just like you, how to find your dream job so you can grow in a field you love.

The 6-Second Resume

Your resume is one of the most important documents you’ll create in your lifetime. Download your free resume template to make yours stand out!

Before we dive in!

First, make sure the email address you’re sending your message from is professional. Especially if the email is in reference to a job you recently applied for. 

If your email address sounds anything like sallylovescats@gmail.com or onetoughguy@hotmail.com, you’ll be very sorry!

If you don’t have a professional sounding email address, preferably one with your first and last name or some combination of your name, create one now.

Second, proofread your email message before sending it. You might be surprised to find tiny mistakes or errors as you read through the message. It happens to me all the time.

Let’s jump into the 4 parts to a professional email!

Part 1 – A professional but punchy subject line

When it comes to your subject line, make sure it relates to the contents of the message and also contains something that will quickly grab the attention of your reader.

We’re all inundated with a plethora of emails every day. If you want to make sure your email gets opened and read, choose a subject line that is relevant and enticing.

Another point when it comes to your subject line is to keep is to keep it short and sweet, preferably no more than 6 to 7 words.

Here’s an example: if you are inquiring about a job you recently applied for, your subject line could read, “Follow-up from Today’s Interview”

Or if you need to share an important update, your subject line could read “Important Update from Today’s Meeting”.

Part 2 – Friendly greeting

The greeting, also called a salutation, opens the email and allows you to get started on the right foot. Make sure you always include one.

A professional greeting should never include anything too casual, like, “Yo!” or “What’s up?” or “How’s it hanging?”

These might be greetings you use to address a close friend, but not a professional connection.

Rather, use something as simple as “Hi there Joe,” or “Hello Sally.”

Part 3 – Clear and concise message

Inside the body of your email, state the purpose for the message. Perhaps you’re thanking the person for a recent interaction, or maybe you’re reaching out to a new connection about a potential opportunity.

Either way, start the message with the reason why you are writing. From there, go into what you are hoping to have happen and how the person on the other end might be able to help you.

Just like the subject line, keep your message and short and to the point. There’s no need to ramble or go into unnecessary detail.

If you are sending an attachment to your email, mention that in the body of the email.

Part 4 – Conclusion with a call to action

Wrap up your email with what steps you’d like your reader to take next. Perhaps it’s a request for a phone call, a reply to your message or even a follow-up meeting.

Whatever your call to request, be clear about the direction you’d like to go from this point and what you need from your correspondent.

Close your email kindly with a phrase like “Warm Regards,” “Thanks Again,” or “Best Regards,” followed by your name.

The 6-Second Resume

Your resume is one of the most important documents you’ll create in your lifetime. Download your free resume template to make yours stand out!