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8 Ways to Make and Maximize Professional Emails

According to a Radicati Group survey, the typical worker who uses email for business gets and sends more than 100 emails every day.

That’s a lot of emails.

Not to mention the subscribers who are eagerly awaiting your campaigns, which is why understanding how to write a professional email is one of the most valuable talents an email marketer can possess.

These are the finest email recommendations for being professional while yet being engaging.

Before sending your email, double-check your configuration
  1. Use a business-like name and email address.

According to Campaign Monitor, 68% of Americans decide whether to open an email based on the “From” name. There are still emails from and

No, thank you.

If a real domain address (such as is not attainable, then at the very least acquire a modest-looking address.

  1. Create a tidy signature.

Even if the individual already knows who you are, a signature is always important for confirming additional methods to reach you. People sometimes include their email address in their signature. That’s a little excessive. The most relevant information is your entire name, business name, internet address, and phone number.

  1. Take a lovely, basic image.

Many individuals overlook the significance of a decent photograph. There will be no exotic shoot, simply a simple photograph of a pleasant face or a clear, colorful brand.

Remember these three email truisms.

  1. Your receiver gets an excessive number of emails.

Everyone’s mailbox is almost full, and no one is waiting for your email.
  1. Your receiver is incapable of thinking for himself.

We’re all too busy, aren’t we? While some individuals seem to be in complete control, the majority of us have an overburdened working memory.

  1. Your recipient’s attention span is comparable to Dory’s in Finding Nemo.

Not to be rude, but it’s a wonderful foundation for your emails.

Dory the fish from Finding Nemo getting distracted by a new email

The idea is that you MUST compose your emails for someone who is busy, with an overworked working memory and a limited attention span. That is when you will strike the jackpot in terms of increasing your subscriber base.

In the email body, write a one-line purpose

Begin your email with a one-liner, such as “propose content marketing collaboration.” This will prevent you from going off-topic. You may also create a brief bullet point outline of your points.

To wow your readers, write with clarity and depth

This is a fundamental suggestion for any written communication, but it is particularly important for emails since we are inundated with them. Remember the following:

  1. Avoid using jargon.

Jargon may lead to misunderstandings and make the other party feel stupid. There is almost always a better method to convey your point.

  1. Do not leave any space for interpretation.

Emails are not masterpieces of literature. So avoid writing confusing messages or jokes that might be misconstrued.

  1. No caps lock, colors, or exclamation points.

All of this isn’t essential; just deliver your point in a straightforward manner. One exclamation point per email is OK, however most of the time it is unnecessary.

Keep your emails succinct and easy to read

If you want to increase the likelihood of your emails getting read, make things simple for your recipients. So make your emails short, to the point, and easily consumable.

For power-up, use the 5 sentence email setup

Five sentences maximum. Impossible? It isn’t. By limiting your emails to five phrases, you may keep your communications focused while yet leaving enough room to be nice.

Vegeta meme upset about crossing 5 sentences maximum

Here’s how it works:

Greeting (2 words)

“Greetings/Dear/Hello Name”

Whether you should use your first name, your family name, or both depends on a variety of circumstances (e.g. cultural, personal connection).

Pleasantry or compliment (1 sentence)

“My name is Mike from Userlike, and I really loved your piece on live chat communication, which I shared with my team.”

Keep it brief, but keep in mind that the more particular and genuine the pleasantry, the more powerful it will be.

The purpose of your email (1 – 2 sentences)

“I’m writing to see if you’d be interested in collaborating on content marketing.” We might provide guest writings for your blog on customer communication themes, similar to the entries on the Userlike Blog (”

last message (1 sentence)

It’s usual to leave the receiver hanging; instead, be precise about what comes next, and don’t be hesitant to provide a deadline for their answer.

“Please react to this email and let me know whether you’re interested or not.”

Please sign off (2 words)

There are a variety of professional closings, such as “Kind regards,” (always safe), “Best regards,” (a little more exuberant), “Warm regards,” (this one seems fairly personal), or simply “Best,” or “Regards.” Do what is appropriate for your style and message.

To prevent hefty email, avoid attachments

People are afraid to accept attachments in today’s virus-infested digital environment; even seeing them in the email summary may deter them. So reconsider including that attachment.

Is it truly required? If so, wouldn’t it be wiser to do so on the second or third email?

Proofreading is essential for success

Few things turn off subscribers more than grammatical or spelling issues in an email. As a result, it is essential to spend time proofreading. Check that everything is stated accurately, as concisely and succinctly as possible, and in a courteous and polite tone.

Make the title brief and to the point

In that sense, email titles are similar to blog titles. You’ll need a killer one to persuade your readers to keep reading.

Based on data from over 24 billion sent emails, MailChimp conducted an intriguing research on the influence of email subject lines on open rates. A sufficiently sized sample should be obtained. If you want to increase your open rates, this is a good read.

Keep it brief and to the point. Simply arouse the appropriate level of interest in your readers.


All of these suggestions, of course, do not ensure that your email will be read. However, if it fails, it will not be due to a lack of professional communication.

To enhance the effectiveness of your email campaigns, watch this video from Professor Heather Austin, where you’ll discover the four fundamental components of a professional email and what you can do to avoid making major errors in your next email.