Best practices for sending a professional Email


Email or an electronic mail is the simple method to exchange messages between one persons or group of persons. But many of us don’t know much about writing an effective professional Email. A good email should be simple, direct and personal.

Likewise you need to know the pros and cons of sending an email,

Pros of email:

advantages of email

  • Email is the easy process of sending a message to others. You can sort out your day by day correspondence, send and get messages and can save them on PCs.
  • Emails can be sent quickly. They can be sent all over the world faster. No other type of communication is as quick as an email.
  • The dialect utilized as a part of messages is basic and casual.
  • When you answer to an email you can join the first message so that when you answer the beneficiary realizes what you are discussing. This is vital on the off chance that you get several messages a day.
  • Email doesn’t utilize paper. They are environment cordial and spare a great deal of trees from being chopping down.
  • Messages can likewise have pictures in them. You can send birthday cards or pamphlets as messages. You can even set the date and the mail will be sent automatically when time arrives.
  • Items can be publicized with messages. Organizations can achieve many individuals and brighten them in a brief while.

Cons of email:


  • Messages may convey viruses. These are few things that damage your PC framework. They can read out your email location book and send themselves to various individuals around the globe.
  • Numerous individuals send undesirable messages to others. These are called spam sends. It takes a considerable measure of time to sift through the undesirable messages from those that are truly vital.
  • Messages can’t generally be utilized for authority business archives. They may be lost and you can’t sign them.

Here are the best practices and tips for composing an Email,

1.   Use a good subject line:

Subject is the foremost part of writing an Email. Email without a subject line can be ignored. A good subject line decides whether the receiver will spam your email or ready it immediately. Write the subject simple and clear.

subject line

Rules for writing a subject line to be followed,

  • Subject has to be simple and noticeable
  • Avoid punctuations
  • Never use case selections like “NeW RuLeS FoR AtTeNdEnCE” for professional emails.
  • Don’t write everything in caps – it shows your rudeness (kind of shouting).
  • Never use subjects like “Open Me”, “Hi” etc – these are spam looking subjects.
  • Use P [private] in the subject line for the personalized emails.
  • Use [must Read] for urgent, essential or crucial emails.
  • Use [confidential] for limited access or restriction of sending it to others.
  • Examples of a good subjects are: “Attn: Quarterly result”, “Notice: new rules for attendance” etc.

2.  Understand the difference between CC and BCC

cc and bcc in email

CC (carbon copy) is to be kept for the individual who don’t need to act upon the email , while BCC (blind carbon copy) to be kept for the individuals whose identities are to be kept secret without knowing to the people kept in CC and To. If you are sending email to a group, keep the locations of the group private by utilizing BCC. Don’t coincidentally give out another person’s email. A few individuals need to keep their email addresses private as you might know there much spam today and they additionally would prefer not to be open for viruses. Honor their wishes sending them a duplicate that is BCC.

For example : A wants B to delegate a work to C, now B writes an email to C keeping A as cc – if A doesn’t want C to be known that A is the part of this email, then B will keep BCC for  A.

3.   Spell the names appropriately

First get to know whether the person is a girl or a boy. Many of names are alike and we get confused and write with different wishes to other gender. It’s not bad, you can ask them if you have any doubts. Don’t use Mr or Mrs or Ms with the first name. For instance, if you are sending an email to a person with name Mr. Arnold melan, write Mr. Melan but never write as Mr. Arnold.

4.  Keep the email Private



Never send private information through email. Personal information like credit card details, bank account details etc. As you know, today anything on the internet is not safe and can be hacked. Keep your private information safe by sending through any other source.

5.  Never use Email for criticizing others

If you want to show your anger on others, just make a call and talk- but never in the email. For suppose, you sent an email criticizing about a third party, the email can be forwarded or can make a copy throwing you into risk. So better don’t write such kind of emails.

6.  Fonts and colors

Never use unusual fonts or bolds or colors. Not every platform supports these factors, few shows as a code instead of the words.

7.  Email signature

email signature

Write your full name including initial and also your address. But try to keep it in 4 to 5 lines only. While you close an email, make sure to wish them like Thanks and Regards, Looking forward to hear from, awaiting for your reply, sincerely yours etc. depending upon the purpose of the email.

8.   Proof read the email:

proof read

Be sure what you have written. A single mistake of a misspelled word can change the meaning of the entire email. Use grammar and spell checker to check whether you have written any mistakes. Don’t ever send email directly as soon as you complete writing it. Take your own time and Proof read it once or twice before sending it. Make sure you never write an email when you are angry. Keep calm, take time and write an hour later.