How much time do you spend every day sending and replying to emails at work? how much do you struggle to write a professional email? If you need to spend less time before you hit the “send” button, you need to improve your skills in writing a professional email. Following are a few basic guidelines that will help you master professional emails and improve your writing skills.

Use a Professional Email Address

To master professional emails, you should make sure to use a professional email address for all your business and work-related communications in the first place. A professional email address is one that has the company’s name in the domain, which is given to you by the organization you work for. If you don’t work for a company, you should create a polished formal email address for business communication.

Identify What You Want to Convey

The first step to writing a professional email is to clearly identify what you want to say and what you want to achieve. Ask yourself; what outcome do I hope this email brings? What do I want the receiver to do? When you write your message use the call to action words to help the recipient perform what you wish him/her to perform.

Tailor a Clear Subject Line

Your email subject line is the front door to your email, having a clear subject line is a must to pave the way to a clearly communicated professional email. In the age of infinite scrolling and the bulk of emails, most of us are quickly scanning our inboxes and prioritizing messages that feel critical to respond to. You need a standout subject line to get your email noticed and communicated professionally.

Craft a Clear Message

To write a professional email, your message must be as clear as your subject line. Writing a clear message keeps your reader’s attention to the email and easily communicates your message. Keep your message short, simple, and to the point, and don’t distract from the main goal of your message.

Put a Deadline and Follow Up

Most of the time, we send emails requesting something without specifying a timeline or deadline for the required action, and it is a common mistake. When we fail to tell people when we need something, we leave it to them to decide whether the task is urgent or not. Include the expected end date for the request in your email and follow up regularly, this technique is considered one of the most important to master a professional email.

Since Email is one of the most widely used forms of written communication—both in and out of the workplace, improving your email writing skills and mastering professional emails is a must for any employee striving for success.

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