Email Etiquette: How to Write Professional Emails at Work | Email Writing Tips, by School of Professional Development on YouTube. 9 min 29 s.
- Video length
- 9 min 29 s
- Time to do it
- 10 minutes
- Difficulty
- Easy
- Steps
- 10
What you need
Steps
Write the subject line last, after the body. Put the topic and the action in it, like Invoice 204 due Friday or Please approve the March budget.
Open with a short greeting and the person's name, such as Hi Priya or Dear Mr Rao. Skip slang and emojis.
State your purpose in the first two lines. Say why you are writing before any background detail.
Keep the body to a few short paragraphs or a bullet list. One idea per line is easier to scan than a long block of text.
Write the action clearly. Say what you need, from whom and by when, for example Please confirm the dates by Thursday.
Choose recipients with care. Put the main person in To, people who only need to know in CC, and hidden recipients in BCC.
Attach files before you write the body so you do not forget. Name each file clearly and mention it in the text.
Read the email once for tone. Remove all caps, sarcasm and WhatsApp-style short forms like u and plz.
Run the 5-point check: purpose, person, action, tone and errors. Confirm names, dates, numbers and attachments.
Click Send. If you need a reply, note the date and send a short follow-up after two or three working days.
Tips and common mistakes
Avoid Reply All unless everyone on the thread truly needs your reply.
A follow-up should add something, such as a reminder of the deadline, not just ask if they saw your mail.
Proofread by reading the email aloud or reading it once from the bottom up.
Keep the tone polite but direct. Long, formal wording often hides the request.
Questions
How long should a work email be?
Aim for a few short paragraphs or under about 150 words. If it needs more, use bullet points or move the detail into an attached document.
When should I use CC and BCC?
Use CC for people who need to stay informed but do not need to act. Use BCC for large groups or when you must hide addresses from each other.
How soon should I send a follow-up?
Wait two or three working days for a normal request. For urgent items, say in the first email when you will follow up.
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.
