Writing a professional email
Clear, polite and easy to act on
Email is still how most workplaces communicate formally — with managers, customers, employers and other businesses. A well-written email makes you look capable and gets you faster replies.
The anatomy of a good email
| Part | Tips |
|---|---|
| Subject | Specific: "Shift swap request — Sat 15 March" not "Hi" or blank |
| Greeting | "Hi Mel," or "Dear Ms Nguyen," — not "Hey" or nothing |
| First line | Say why you're writing straight away |
| Body | Short paragraphs. One topic per email. |
| Action | Say clearly what you need and by when |
| Sign-off | "Thanks," / "Kind regards," + your full name (and phone if useful) |
Example
Subject: Shift swap request — Saturday 15 March
Hi Mel,
I'd like to request a shift swap for Saturday 15 March (9am–3pm). I have a school exam that day. Sam has agreed to cover the shift, and I can take Sam's Sunday 16 March shift instead.
Could you please let me know if that's OK by Thursday?
Thanks,
Jordan Lee
Before you hit send
- Is the subject clear?
- Did you attach the file you mentioned? (A very common mistake!)
- Spelling and names correct?
- Would you be OK with your manager reading it? (Emails get forwarded.)
- Is it sent to the right people? Check To, CC (people kept informed) and Reply all — only reply all if everyone needs your answer.
Tone
Without your voice and face, emails can sound harsher than you meant. Add a friendly line, avoid ALL CAPS, and save emojis for people you know well — if at all.
Try it
The attached Professional email templates cover common situations (applying for a job, following up, calling in sick, swapping a shift, asking a question). Pick one and write your own version.
Downloads
1 file to download once you enrol.