The Written Word

How to write a professional email

Q: How do you start a professional email?

Open with a clear subject line and a simple greeting — 'Hi [Name],' or 'Hello [Name],' — then a one-line purpose so the reader knows immediately why you've written. Skip long warm-ups; lead with what the email is about and what you need.

Q: What is the correct structure of a professional email?

Four parts: a specific subject line, a greeting, a concise body that leads with the main point and ends with a clear ask, and a polite sign-off with your name. Keep paragraphs short and every sentence useful.

Q: How do you end a professional email?

Close with a clear call to action ('Could you confirm by Thursday?'), then a courteous sign-off such as 'Best regards' or 'Thanks' followed by your name. Make sure the reader knows exactly what you need and by when.

An email is often the first impression you make — and the one people keep. A clear, courteous message marks you as someone worth working with; a rambling one quietly costs you. Here's the structure that gets read and gets a reply.

From The Diplomat's Handbook · a guide to writing that lands

Good email is a kindness to the reader. Every busy person silently thanks the sender who tells them, quickly and clearly, what this is about and what they need. Respect their time and you'll get faster replies and a better reputation, one message at a time.

The four parts

A specific subject line. Not "Update" but "Approval needed: budget by Friday." Six to ten words that tell the reader what it is and why to open it.
A simple greeting. "Hi [Name]," is warm and professional. Match the formality to the relationship.
A lean body. Lead with the point, then the detail. Short paragraphs, every sentence earning its place.
A clear sign-off. One explicit ask, then "Best regards" and your name.

Lead with the point

The single most common email mistake is burying the ask under throat-clearing. Put the purpose in the first line: "I'm writing to ask whether we can move Thursday's review to Friday." The reader can grasp the whole message in seconds and act. Context and pleasantries can follow, not precede.

A short example

Subject: Feedback on the draft by Wed?
Hi Sarah,
Could you send any comments on the attached draft by Wednesday? I'd like to finalise it before the client call on Thursday. Happy to talk it through if that's easier.
Thanks so much,
James

Before you hit send

Read it once as the recipient. Is the ask obvious? Is the tone warm but not gushing? Have you attached what you mentioned? A ten-second proofread catches the typo that undercuts an otherwise sharp message — and confirms you've kept slang, emojis and defensiveness out of anything that matters.

Say it well, in writing and aloud

The Diplomat's Handbook turns everyday communication into practice — a real situation, your reply, and an honest read on how it lands. Narrated, private, first journey free.

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Common questions

How do you start a professional email?

A clear subject line, a simple greeting ("Hi [Name],"), then a one-line purpose so the reader knows why you've written. Skip long warm-ups.

What's the correct structure?

Subject line, greeting, a concise body that leads with the main point and ends with a clear ask, and a polite sign-off with your name.

How do you end a professional email?

A clear call to action ("Could you confirm by Thursday?"), then "Best regards" or "Thanks" and your name.