How to email someone

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.

The basics: Composing your email

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 

Step 1: Know why you’re emailing

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.

Step 2: Open your email provider

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.

Step 3: Enter the recipient's address

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.

Step 4: Add a subject line

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:

• "Meeting follow-up: Next steps"
• "Question about today's presentation"
• "Introduction from [Your Name]"

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Structuring the body of your email

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:

• "Hi Alex,"
• "Dear Dr. Peterson,"
• "Good morning Sarah,"

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:

• "I'm confirming our meeting details for next week."
• "I want to follow up on the document I sent earlier today."

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:

• Attachments you've mentioned
• Questions you'd like answered
• Deadlines or next steps

Step 5: Close with a professional sign-off

End your message courteously. Appropriate sign-offs include:

• "Best regards,"
• "Sincerely,"
• "Thank you,"
• "Kind regards,"

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: 

Emailing someone from your phone

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.

How to send professional emails from your phone:

1. Open your email app and tap Compose. 
2. Add your recipient and subject line, then write a concise message. 
3. Phone screens are small, so get to the point quickly.
4. Proofread before you hit send. Autocorrect can change words unexpectedly, and rushed messages may sound abrupt or unclear.

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.

How to email someone for the first time

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.

Here's how to make a strong first impression:

• 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.

If you have what you want to write in your email, but haven't got the tone of voice right, simply paste what you want to say into our free Rewriting Email tool, select the desired tone of voice and who it's for, and your rewritten email will be generated for you.

Keep your emails clear and professional

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.