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Begin your day with emails neatly organized, replies crafted to match your tone and crisp notes from every meeting.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
Email is one of the most common ways we communicate at work, but it’s a skill that can take time to learn. A poorly written email can confuse the recipient, get ignored, or even damage your professional reputation. But a well-crafted email gets read, gets responses, and helps build strong working relationships.
Our guide covers the basics of composing professional emails, from writing clear subject lines to structuring your message so it's easy to read and understand.
Sending an email starts with choosing your platform and crafting a message that's clear, polite, and purposeful. If you haven’t yet set up your email account, start with this step-by-step guide: How to create a professional email address
Harvard Business Review suggests identifying why you're writing the email before you start. They advise asking yourself “What do I want the recipient to do?”. This will help you write words with that call to action in mind. If you don’t have a clear reason for writing the email, consider using a different channel instead or hitting pause altogether.
Once you know what you’re sending the email, open your email platform. Whether you're using Gmail, Outlook, Yahoo Mail, or Apple Mail, log in and click Compose or New Message to start a new email.
Double-check for spelling errors or extra characters. A mistyped address will result in delivery failures or, worse, sending sensitive information to the wrong person. If you're emailing someone for the first time, check their email address directly with them before hitting send.
© Fyxer AI Limited. Company number 15189973. All rights reserved.
Your subject line should summarize the purpose of your email in a few words. Think of it as your headline. It’ll be the sentence that determines whether the recipient opens the message right away or lets it sit in their inbox.
Good subject lines are clear, concise and specific, ideally under 60 characters to make them easy to read on all devices. Here are a few examples:
A well-written email body makes your message easier to read and understand. It should follow a simple structure: greeting, introduction, main message, and closing.
Step 1: Open with a greeting
Be polite and use the recipient's name if you know it. Examples include:
Avoid overly casual greetings like "Hey" unless you already have an informal relationship with the recipient. When in doubt, err on the side of being slightly more formal.
Step 2: Introduce yourself if necessary
If this is your first time emailing someone, give a brief introduction. Keep it to one sentence:
"My name is Taylor Reed, and I'm reaching out regarding the marketing partnership we discussed."
If the recipient already knows who you are, skip this step and get straight to the point.
Step 3: Say why you’re emailing
Your first sentence needs to make it obvious why you're writing. Don't bury the main point in the third paragraph. Get to it right away:
Step 4: Provide details or context
Use short paragraphs or bullet points to organize your information. This makes your email easier to scan, especially for recipients who are reading on their phones. Include:
Step 5: Close with a professional sign-off
End your message courteously. Appropriate sign-offs include:
Include your email signature, which should feature your full name, job title, company name, and contact details like your phone number or LinkedIn profile. A consistent and clear signature reinforces professionalism and makes it easier for recipients to reach you. Need to set one up? Check out our guide here:
Many of us send and respond to emails directly from their phones. It’s convenient, but it's also easy to make small mistakes when typing quickly or multitasking.
Short sentences, clean formatting, and bullet points help ensure your message is easy to digest on a small screen.
Tip: If your email is longer than a few paragraphs, consider waiting until you're at a computer to send it. Complex messages with attachments or detailed instructions are easier to compose and review on a larger screen.
If you're contacting someone new (perhaps a potential client, hiring manager, or senior colleague), it's worth taking a little extra care with tone and phrasing.
Start with context
Explain who you are and why you're reaching out. If you were referred by someone, mention their name early:
"Hi Jordan, my colleague Lisa recommended I get in touch to discuss potential partnership opportunities."
Keep it brief but informative
Share just enough detail to establish credibility without overwhelming the reader. Two to three short paragraphs is usually enough.
End with a call to action
Encourage a next step, like a meeting, response, or document review:
"Would you be available for a short call next week?"
Stick to a positive, polite tone
Even when you're following up, avoid pushy or impatient language. Give the recipient time to respond before sending a second message.
Learning how to email someone properly makes a real difference in how your message is received. Start with a clear subject line, use a polite greeting, write in short, structured paragraphs, and close professionally. Whether you're emailing from a laptop or your phone, focus on clarity and courtesy.
If you're still finding your feet with professional emails, Fyxer can help. It drafts responses for you in your own voice, so you can send professional emails at pace without second-guessing every word. It saves an average of 6.5 hours every week, giving you more time to focus on your actual work. Try it now.
How do I email someone for the first time?
Introduce yourself clearly, explain your purpose, and keep the message polite and concise. End with a professional sign-off and a clear call to action.
How do you email someone?
Compose a new message, enter the recipient's address, add a subject line, write your message with a greeting and clear structure, and click send.
How do I send an email from my phone?
Use your phone's email app, write a short and direct message, review for errors caused by autocorrect, and send. Keep phone emails concise and punchy - long emails are harder to read on small screens.
How do I start an email to a person?
Use a respectful greeting and address the recipient by name if possible. Examples include "Hi Jordan," or "Dear Mr. Evans," depending on the formality of your relationship.
What is the best subject line for an email?
Keep it short and relevant (between 3 to 7 words) that clearly summarize your message. Avoid vague phrases like "Checking in" or "Quick question."
How long should an email be?
Aim for 100 to 200 words. Use bullet points or spacing to improve readability, especially for recipients reading on mobile devices.
How can I make sure my email is read?
Use a clear subject line, a friendly but professional tone, and ensure your message is easy to scan quickly. Get to your main point in the first sentence.
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