How to Write Professional Emails | 7 Mistakes to Avoid, by TIEM by Farzana Parvin on YouTube. 5 min 36 s.
- Video length
- 5 min 36 s
- Time to do it
- 10 minutes
- Difficulty
- Easy
- Steps
- 9
What you need
Steps
Open your draft and read the first line. Replace greetings like I hope this email finds you well with a short, direct opening such as I am writing about the Q3 report or Thanks for your quick reply yesterday.
Find any vague phrases like please do the needful. Say exactly what you want done, for example please approve the attached budget by Friday so we can order the parts.
Move your request to the top of the email. Put the background and context after it so the reader knows what you need before reading the details.
Cut unnecessary apologies. Drop sorry to bother you and sorry for the long email, and keep one apology only if you actually caused a delay or mistake.
Check the CC field. Add senior leaders only when they need to act or be informed, and tell the reader in the email why someone is copied.
Rewrite the subject line so it states the purpose and any deadline, such as Approval needed: Q3 budget by 12 Sep instead of Quick question.
Trim the body. Keep it to a few short paragraphs or a short bullet list, and delete sentences that do not help the reader act.
Apply the formula: clear subject, one-line purpose, the specific request with a deadline, key context, then a short close with your name and contact details.
Read the email once out loud before sending. Fix long sentences, check names and dates, and confirm the attachment is actually attached.
Tips and common mistakes
Put the deadline in both the subject line and the body so it is hard to miss.
Use bullets for more than two requests, since a wall of text gets skimmed and ignored.
Reply within one working day where you can, even if only to say when you will answer fully.
Avoid sarcasm and all caps, as tone is easy to misread in writing.
Questions
Is it rude to skip the opening pleasantry?
No. A short, warm line like Thanks for your help yesterday works better than a stock phrase. Get to the point quickly and stay polite.
When should I CC my manager?
Copy your manager when they need to make a decision, track progress or be aware of a risk. Do not copy them just to apply pressure on a colleague.
How long should a work email be?
Aim for under about 150 words for a simple request. If it needs more, use headings or bullets, or move the detail into an attached document.
This guide was drafted from the video's details and general task knowledge. It has not been checked against the full video. Check the video and relevant product instructions before following a procedure. Report a correction.
