Use a clear, specific subject line
Start with a polite greeting
Address the recipient by name when possible
Keep the message concise and focused
Use proper grammar, spelling, and punctuation
Maintain a respectful and courteous tone
State the purpose of the email early
Organize information into short paragraphs or bullet points
Be direct without sounding rude
Avoid slang, jargon, and overly casual language
Proofread before sending
Include a clear call to action when needed
End with a professional closing
Sign with your full name and relevant contact details
Reply promptly to important messages
Use CC and BCC appropriately
Avoid using all caps, excessive exclamation marks, or emojis
Check attachments and links before sending
Match the tone to the recipient and situation
Keep sensitive information private and secure