One skill that often gets overlooked but is absolutely essential in the workplace is email communication. While most of us are very used to texting and sending out short DMs (direct messages, in case you are not aware of the lingo!), reaching out to a colleague, responding to a manager, or updating a client, says a lot about your professionalism, clarity, and confidence.
Here are some key tips to help you email like a pro:
Use a “Professional” Email Address
If your outreach is from your personal email address, it should be professional in nature (e.g., first and last name, scant on the numbers as that can be difficult to type/discern). Do not use your childhood forever email address for such matters (avoid that iloveDANDELIONS@xmail.com address!). Your full name should be attached to the email address: Glen Smyth glensmyth2@xmail.com
Start with a Clear Subject Line
Your subject line should quickly tell the reader what the email is about. For example, instead of “Quick Question,” write “Quick Request: Budget Approval for 2025 Q4.” A clear subject line helps the recipient prioritize your email and find it later.
Be Brief but Polite
Time is limited, so get to the point quickly—but keep in mind the basics. Start with a greeting (“Hi Jordan,” or “Dear Team,”), and include a short context before your main ask or message. Fillers such as “I hope this email finds you well” (unless you are writing more formally or infrequently) are not necessary for folks you see regularly. Introducing your name in the first sentence is most likely not necessary since your name is attached to your email and you will sign the email.
Use Professional Tone and Formatting
Avoid casual language and slang such as “LOL” or “Heyyyy.” Use complete sentences, and make sure your tone is respectful—even when you are frustrated (when you are frustrated or upset, do not send that email…hold it until you have calmed down and can rationally reconsider the situation!). Breaking up long emails into short paragraphs or bullet points to make them easier to scan. And, avoid unnecessary punctuation that is not grammarly appropriate!!!!!!!! (<--- an example of far to many exclamation points for a work email).
Always Proofread
Typos and grammar mistakes can affect how professional you appear. Read your email out loud before sending. Better yet, wait a few minutes and review with fresh eyes—especially if it is going to someone higher up.
Reply Promptly and Thoughtfully
Even if you do not have a full answer right away, acknowledge the message and share a timeline: “Thanks for your note—I’ll get back to you by Thursday.” You want to show you were prompt in seeing the email, that you will reply, and that you can commit to a turnaround time.
Use the Right Sign-Off
Close your email with a professional sign-off such as “Best,” “Respectfully,” or “Sincerely,” followed by your name. Add a simple signature with your job title and contact info.
TLDR: Email is an efficient and simple way to communicate - omnipresent in all work spaces. It can build your credibility, show your respect for efficiency (and thus, your co-workers’ time), and help you stand out early in your career. Thus, practice professionalism now, and continue to build your reputation. As you download the FrogHire.ai extension (which will allow you to peruse jobs across all five major job sites easily and efficiently), keep in mind these communication tips as you reach out to potential employers about their open positions. The FrogHire.ai extension also creates your personal dashboard, which will allow you to keep track of which positions you apply for and follow up with.