If you’ve ever stared at a blank email for ten minutes trying to figure out how to start, welcome to the club. The first professional email is harder than the next hundred because you don’t have a template yet.
Once you have one, it becomes muscle memory. Here’s the shape I’d give you on day one.
The five-part email structure
Part 1 — The greeting
Standard options, from formal to casual:
- Dear Mr. Smith, — formal, used when you don’t know them or in very formal contexts (legal, official).
- Dear Sarah, — semi-formal, default for most professional first contact.
- Hi Sarah, — friendly, common in workplaces and after the first exchange.
- Hello Sarah, — neutral, slightly more formal than “Hi”.
Avoid: “Dear Sir/Madam” (sounds dated unless legally required), “Hey” (too casual for first contact), “To whom it may concern” (only for letters of recommendation or formal complaints).
Part 2 — The opening line
One sentence to set the tone. Skip pleasantries about the weather.
For first contact:
- “I hope you’re well.”
- “I hope this email finds you well.” (slightly more formal)
- “I’m writing to ask about [topic].” (skips pleasantries, goes straight to purpose)
For follow-ups or ongoing conversations:
- “Thanks for your reply.”
- “Following up on our call yesterday…”
- “Quick update on the project.”
Part 3 — The main message
Keep it short. State your reason for writing in the first sentence. Use bullet points if you have more than two items.
Example:
“I’m writing to follow up on the proposal I sent last Tuesday. Could you let me know if you have any questions, or whether we’re aiming for the original timeline?
To summarise, I’d suggest:
- A kick-off call next week
- Two-week sprint on the design
- Launch by the end of the month
Notice: the request is clear, the structure is scannable. The reader knows in 5 seconds what you need.
Part 4 — The closing line
One line that signals you’re wrapping up and invites a reply.
- “Let me know if that works for you.”
- “Looking forward to hearing from you.”
- “Happy to discuss further if useful.”
- “Please let me know if you need anything else.”
Part 5 — The sign-off
From formal to casual:
- Yours sincerely, — only when you started with “Dear Mr/Ms [name]”.
- Yours faithfully, — only when you started with “Dear Sir/Madam”.
- Best regards, — standard professional default.
- Kind regards, — slightly warmer, very common in UK business English.
- Best, — friendly, common after the first email.
- Thanks, — when you’ve asked for something.
- Cheers, — casual, common in UK and Australia, avoid in formal US contexts.
Tone: warm but efficient
Professional emails sit between formal letters and chat messages. The right tone is warm but efficient: friendly enough that you don’t sound robotic, brief enough that you respect the reader’s time.
Phrases to avoid
1. “I am writing to inform you that…” — sounds bureaucratic. Use “I’m writing about…” or just state the point.
2. “Kindly do the needful.” — phrase from outdated business English; native speakers find it confusing or odd. Use “please [specific action]” instead.
3. “Please revert back to me.” — “revert” already means “go back”, so “revert back” is redundant. Also, “revert” isn’t used this way in modern English. Use “please get back to me” or “please let me know”.
4. “I trust this finds you well.” — overly formal. “I hope you’re well” sounds modern and equally warm.
5. Excessive apology. “So sorry to bother you again with this, but…” — drop most of it. One “sorry to chase” is plenty.
6. ALL CAPS for emphasis. Reads as shouting. Use bold or italics if you need emphasis, or restructure the sentence.
The subject line is half the email
A clear subject line is a courtesy to the reader. Make it specific.
A complete example
Subject: Follow-up on Wednesday’s proposal — quick question
Dear Sarah,
I hope you’re well.
I’m following up on the proposal I sent on Wednesday. Could you let me know if you’ve had a chance to review it, and whether you have any questions?
If it’s helpful, I’m available for a quick call on Tuesday or Thursday afternoon next week.
Looking forward to hearing from you.
Best regards,
Tom
That’s a complete, polite, efficient email. Six lines of body. Clear subject. The reader knows what’s being asked and what their options are.
British convention: “Yours sincerely” when you’ve used a name (“Dear Sarah”). “Yours faithfully” when you started with “Dear Sir/Madam”. In American English, both are rare in normal business email — “Best regards” is the default. In most English-speaking workplaces, yes — “Dear Sarah” or “Hi Sarah” is normal even for first contact, unless the person uses their title in their signature. When unsure, mirror the formality of how they signed off in their last email. Usually 50–200 words. Long emails get skimmed. If you need more than 200 words, consider whether the conversation should be a call or document instead. In quick internal exchanges with people you work with daily, yes. In first-contact or external emails, write “Thanks, noted” or “Confirmed — I’ll get back to you with X by Y”. Single-word replies can feel cold to people who don’t know you yet.Frequently asked questions
When should I use “Yours sincerely” vs “Yours faithfully”?
Is it okay to use first names in a first email?
How long should a professional email be?
Should I respond “OK” or “Got it”?
Sources & further reading