How to Structure Professional Emails like a Pro?

Do you need to write a professional email? If yes, then let me take you back to your school days.


In your English grammar classes, you were taught how to write letters? The letters were usually of two kinds: formal and informal. Similarly, even emails are of two kinds.

There is a difference between writing an informal email and a professional one.


When sending an email to someone you don’t know well, formal emails are often required. In some business scenarios, a professional email is the best option. If you’re unsure whether to write a formal or informal email, the former is usually preferable.

A well-written email sends a message that is courteous, clear, brief, and helpful to the recipient. It requires practice to learn how to compose an email that fits all of these requirements.

Come, let’s learn how to structure an effective professional email.


1) First, understand the WHY.

Identify the reason why you are framing this email.

Do you want a job?
Do you want feedback?
Do you want some information?

Once the WHY is clear, you can structure the email accordingly.


2) Basic elements

While composing a professional email, you need to take care of some basic elements. At a minimum, a formal email should include all of the following elements:

Subject line. Be specific, but concise. Ideally, it should be around 6-10 words long.

Greetings. Address the recipient by name, if possible. Use hey/hello when you are not aware of the name. If you know the title of the person you’re sending the email to, use it.

Body text. This section explains the main message of the email. For a formal email, use proper grammar and complete sentences.

Signature. Make sure that the closing is formal. Use your first and last name along with your designation.

Pro tip- Make sure that all these elements are given proper attention before sending the send button.


3) Avoid Email Overload

The recipient might have little time to read through your email, so make it as brief as possible without leaving out vital information.

Use short, simple sentences by removing filler words and irrelevant information. Nobody has the time to go through overstretched and unessential details.


4) Check your tone
There is a difference between face-to-face communication and written communication. So, make sure you read your email out loud to understand how it feels.


5) Double-check your email
Before you hit the send button, take a moment to check for any spelling, grammar, or syntax errors. Also, double-check to confirm you’ve included any attachments you may have mentioned in your message.

Forming well-structured is a skill that you should master. Emails help to build a strong network along with leaving a good impression on the receiver.

Now, you’re ready to write, format, and send your formal email now that we’ve covered everything you need to know about formal emails. Best of luck! Also, it’s crucial to stay on top of your email inbox in addition to writing outstanding emails.


Stay Awesome. Stay Productive.


– Divas Gupta 


By divasgupta   |   March 16, 2022

4 responses to “How to Structure Professional Emails like a Pro?”

  1. prasanna prasanna says:

    It’s too good

  2. Neha Agarwal says:

    This information is very helpful

  3. Zahid Ahmad sofi says:

    It’s mind boggling sir.

  4. Noorudeen M says:

    It exposes the very essentials of a formal or professional letter format.Rightly given.