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Blogging 101 | Ways to Write the Most Professional Emails & Save Time and Effort

January 28, 2020

The Internet has dramatically changed the way things are today, and while social media has become dominant, email still remains one of the top choices when it comes to professional communication. 

So how exactly can you make your emails appear professional at the same time don’t have to put in a lot of effort to make that happen? Read on to find out just that and lots more!

A person using a laptop computer

Writing Professional Emails: Tips and Tricks

Discover some easy tips and tricks that can help you write professional emails every single time.

  • Make sure you proofread your email every single time before you hit send. Double-check and triple check your grammar and spelling errors. Those little mistakes and typos can really make your email appear unprofessional.
  • Utilise the signature area wisely. You can put in links to your personal brand, your social media channels and even a general outline about yourself in the signature area. Do this right, and you will be surprised at how professional and classy your emails start to look.
  • Make good use of the subject line. If you are pitching to a big brand or trying to catch the eyes of someone important, nailing the subject line is your best bet. 
  • Keep the contents within the email simple and organised. Avoid creating long emails with too much information. Using bullet points and headings is a good idea. 
  • Always respond to emails within an hour or so after they are sent to you. Creating unnecessary delay in sending important emails again, appears unprofessional. 

Saving Time While Writing Emails

Looking for some good ways to save time writing emails? Read on to discover some actionable tips. 

  • Creating email templates for frequently asked questions can help you save up on a lot of time typing. Make sure you tweak it a bit before you hit send. A little personalisation always goes a long way in helping you appear more professional. 
  • If you are someone who tends to spend a lot of time hunting for that ‘important’ email, categorising your emails into ‘folders’ can help. It might take up an extra second to do that but will save you a lot of headaches while trying to find ‘that’ email you’re looking for. 
  • Keyboard shortcuts. Professionals in the field of information technology use this often, and quite frankly, it does help you save up on a lot of time and effort as well.
  • Use an email autoresponder for when you are on holiday. Need we say more? 
  • Use fast loading apps to access emails on your phone. For instance, if you’re using Gmail, using the Gmail app itself is better than using the stock Mail app that comes pre-installed on your device.

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  • Sarupa Shah January 28, 2020 at 11:03 am

    Great tips – one of my downfalls is replying or writing emails on my phone and then when you see the email later you realise even without auto-spell on – words have been changed – and it is always in the emails you wish it hadn’t – so yes to proof-reading and then again too!

  • Steve L January 28, 2020 at 12:12 pm

    Very handy tips. I do not send too many professional e-mails myself but receive so many from companies which have typos and grammatical errors, they get ignored.
    Why would anybody trust and want to work with somebody or a company that has not taken care in the first step of communication? It does not bode well for the rest of the service I would receive.

  • Claire January 28, 2020 at 12:26 pm

    Great tips here.

    I can open up a blog draft and keeping going until I’m done but sometimes an email can leave me wondering what the hell im going to write x

  • Sim @ Sim's Life January 28, 2020 at 1:44 pm

    Some really handy tips that I need to take on board! I am terrible at replying to emails, but do not have any templates , so each one is written in my own unique way! 😉 Setting up templates really would save me a lot of time and would make replying to emails a less daunting task! Sim x

  • Samantha Donnelly January 28, 2020 at 2:46 pm

    Great tips, I think proof reading is the main one, whether it is a post or email it is amazing how you change things when you come back to it again

  • Vera January 28, 2020 at 3:11 pm

    Useful tips. I am sort of new to the corporate world and these tips would really up scale my skills. Thank You

  • Yeah Lifestyle January 28, 2020 at 5:12 pm

    These are some great tips. I always make sure to proofread my emails – it can be so easy to mistype so it is vital to check over your text before sending!

  • Emmy January 29, 2020 at 12:52 am

    Great tips! I highly recommend using Grammarly. My biggest pet peeves are spelling errors in emails, it feels so unprofessional.

  • Anosa January 29, 2020 at 5:36 am

    For the most part of my blogging business, I have templates in place to respond to clients and it saves me a lot of time. Great tips.

  • Rhian Westbury January 29, 2020 at 9:09 am

    I have a few email templates I’ve used to make sending initial emails that bit quicker and easier. I try to reply to emails as quickly as possible but it can be a little tougher when I’m at work x

  • MELANIE EDJOURIAN January 29, 2020 at 11:19 am

    I find templates for some emails useful. There are some responses that can be pretty repetitive so a quick copy and paste save me plenty of time.

  • Leila January 29, 2020 at 11:25 pm

    Great tips. My main problem is proof reading always have to pay attention on this. Thanks for sharing.

  • Joanna January 30, 2020 at 9:09 am

    I still need to get the hand of the auto responder. Every time I try to set it up, as soon as I turn my computer off and leave on holiday, it stops working.

  • Kira January 31, 2020 at 9:01 am

    Some really great advice here . For newbies and also the oldies:) auto response has been a life saver for me . Would be lost without it 🙂

  • Jenna Parrington February 4, 2020 at 5:36 pm

    These are some great tips – some I was already doing but there are certainly some things I need to improve on!

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