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Writing professional emails: Structure, tone and pitfalls

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tagsglossar, kommunikation, beruf

2 min read

Writing professional emails: Structure, tone and pitfalls

In short: A good business email has a clear subject, polite salutation, short text with one concern, concrete requests and a friendly close; before sending you check recipients and attachment.

In more detail: Emails are the standard medium at work, in applications and with customers. They remain provable and can be forwarded: tone and content should be factual and respectful.

In Depth

Structure

  1. Subject: concrete and short (“Appointment request project meeting 12 March”, “Question on invoice 2026-041”), not empty, not “Hello”.
  2. Salutation: “Dear Ms Meier,” / “Hello Mr Schulz,” (depending on culture; names and titles correct).
  3. Opening/reference (“thank you for your message …”, “I am writing to you regarding …”).
  4. Core: one topic per email, short paragraphs, important points first; request or next steps clear (“Please send me by Friday …”).
  5. Close: “Kind regards” + name, function, contact (signature).

Tone and style

  • Polite and factual, phrase positively (“Please confirm …” instead of “You forgot …”).
  • Short sentences, active, no abbreviations/slang/emojis unless usual in the team.
  • Check spelling (proofread aloud), plain font.
  • Never write in anger: let the draft sit, read it the next day.
  • No ALL CAPS, no excess of exclamation marks.
  • For difficult topics better phone or talk in person.

Technical pitfalls

  • To/Cc/Bcc: Cc only for information, Bcc for distribution lists (privacy!); use “reply all” deliberately.
  • Attachment forgotten? Check before sending; mind size (usually under 10 to 20 MB), large files via link.
  • Do not send confidential data unencrypted; recognise phishing before replying or clicking.
  • Check wrong recipient (autocomplete!) before sending.
  • Out-of-office notice with deputy, keep response times (within 1 to 2 working days).
  • Signature with imprint details for business emails (company name, legal form, seat, register, representatives) if you run a business.

Example

Subject: Leave request 20–24 July

Hello Mr Schulz

I would like to request leave for the week of 20 to 24 July.
No vocational-school block is planned in this period, and my
reports are up to date by then. Could you please let me know by Friday?

Thank you and kind regards
Mia Example
Trainee IT specialist, IT department

Short, clear, with reason and deadline.

See also: Phishing

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