Emails are company records and should be written with the greatest care and professionalism. Not only can emails be shared with third parties, but they are also subject to scrutiny in the event of a legal matter. Here are our ten tips for you to consider when writing an email.

  1. Be respectful, appropriate, concise, and polite. Do not ramble with words that offer no relevancy such as “I wanted to reach out.” Use short paragraphs and bullet points as needed for clarity.
  2. Write a subject line that clearly reflects the email’s content. Unless a rapport exists with the recipient, use a formal greeting (e.g., Dear Ms. Last Name). Introductory words should state the purpose of the email—if it is for information only, or if an action is required and by what timeframe. Avoid “I hope you’re well,” an overused opener.
  3. Avoid slang, buzzwords, and useless words such as “sort of,” “like,” “kind of,” “somewhat,” “indeed,” “fairly,” or “rather.” Avoid using emoticons in formal emails; they are best used, albeit sparingly, with those you know well.
  4. Be specific, and do not exaggerate with words such as “bad,” “great,” “poor,” “absolutely,” “terrible,” “shoddy,” or “crazy.” Provide background information as necessary to help with context.
  5. Be solution focused. Do not blame, complain, cast dispersions, and self-criticize. In-person dialogues are best for conflict resolution.
  6. Watch your tone—do not pontificate. Be inclusive, mindful of any biases that seep into your words.
  7. Use proper grammar, capitalization, and punctuation. An excellent, timeless resource is Strunk & White’s Elements of Style.
  8. Copy (cc) only those who have a need to know. Rarely use blind copy (bcc), and use reply all only when necessary.
  9. Close your email with professional phrases such as “Thank you in advance,” not “Thx.” Include your name and contact information.
  10. Proofread, proofread, and proofread again before pushing send. Be careful to send your email to the correct person(s).

Considering these tips, you can compose emails that comply with best practices and meet your firm’s valued standards.

Marilyn (retired from Beyer Blinder Belle Architects and Planners in 2021) served as Chief Administrative Officer for more than 36 years, overseeing BBB’s administrative operations and heavily shaping its culture. She is also a founder, past president, and board member of the SDA NY Chapter. She currently serves on the SDA New York Chapter Advisory Board. Marilyn can be reached at olluram@gmail.com.