10/20/2026
Professional emails don’t have to be complicated! A few simple habits can help you communicate clearly and make a strong impression.
Here are some Dos & Don’ts to keep in mind:
✅ Use a clear subject line: A specific subject line makes your message easier to understand and find later. Instead of “Question,” try “Question About Internship Application.”
✅ Start with a professional greeting: Use a greeting such as “Hi [Name],” or “Dear [Name],” depending on the situation and level of formality.
✅ Keep it clear and concise: Get to the point. Avoid long paragraphs and unnecessary details. Your reader should be able to understand the purpose of your email quickly.
✅ Proofread before sending: Check for spelling, grammar, punctuation, and formatting errors. Make sure you’re sending the email to the right person and that any attachments or links are included.
✅ Include a professional sign-off: End your email with a professional closing such as “Best,” “Thank you,” or “Sincerely,” followed by your name. This gives your email a polished ending.
❌Send an email late at night: Avoid sending professional emails at unusual hours. Draft the email when it’s convenient for you but schedule it to send during normal business hours.
❌Use slang or texting abbreviations: Keep “LOL,” “BTW,” “u,” and other texting shortcuts out of professional emails. Write as though you’re having a professional conversation—even if the email itself is casual.
❌ Leave the subject line blank: A blank subject line can make your email easy to overlook or difficult to locate later. Always give the recipient context.
❌ Forget to include your name: Don’t assume the recipient will know who you are from your email address. Always identify yourself.
❌ Expect an immediate response: Give the recipient reasonable time to respond, and if you need to follow up, do so professionally and respectfully.
Before you hit send, ask yourself: Is it clear? Is it professional? Did I proofread it?
Need help with professional communication? Make an appointment with Career Services! (http://www.georgian.edu/careerlink)