Author: Hailey Herzog- Leadership & Mentoring Network UPIC Intern
Clear, professional email communication plays an important role in how you build credibility, making strong first impressions, and collaborating with others in the workplace. These eight tips offer practical guidance to help you communicate with clarity and confidence from interviews and early-career roles to professional settings beyond.
1. Use A Short and Informative Subject Line
Vague subject lines can easily be lost in a full inbox. When developing the subject line, be concise but specific regarding your email’s overall topic and requested action.
- Example: “Interview Follow-up; Project Management Summer Internship”
- Avoid: “Follow up”
2. Include A Professional Greeting
How you open your email is important. When addressing the recipient, use a formal title (e.g. Mr., Mrs., Ms., Dr., Professor) unless the recipient has indicated otherwise or your existing relationship accommodates an informal greeting. If in doubt, do some research to see if the company website provides more information, or ask colleagues for information. This is especially important on names that are unisex.
- Example: “Good Morning, Mr. Smith”
- Avoid: “Hey John,”
Be sure to include a warm opening sentence, such as “I hope your week is off to a good start.”
3. Consider The Call to Action (CTA)
Before sending any email, consider what you want the recipient to do. A clear call-to-action near the beginning of your message can provide context and help the recipient respond more accurately. There’s no greater time sink than reading a long email just to locate the action at the very bottom.
Also, consider incorporating the call to action into the subject line as well.
- Ex: Review Requested: Project XYZ Abstract
- Ex: Availability Requested: Meeting to Discussion City of Clemson Project.
If no response is needed include a brief note such as, “For your awareness only—no response needed.” This can help save time and prevent unnecessary back-and-forth.
4. Structure The Email for Readability
Try to stick to one main topic per email and use short paragraphs. If there are multiple sections, utilize bullet points or numbered sections to make information easy to scan. Consider structuring the email based on priority so that the important information is at the top.
5. Be Mindful of Attachments
Large attachments can be difficult to download or open, making recipients less likely to review them. Additionally, many email servers like Outlook limit the size of files that can be emailed or will redirect larger items into Spam folders.
Consider uploading large attachments to the cloud (e.g. OneDrive or Google Docs) and including them as links vs. attachments.
6. Consider ‘CC’ or ‘BCC’
If sending an email to multiple people, consider when it might be appropriate to use Carbon Copy (CC) and Blind Carbon Copies (BCC). CC-ing allows you to send an email to multiple recipients, where all email addresses are viewable. Use CC to help keep relevant parties informed when transparency is appropriate.
- Example: you are emailing a document to the project manager, but you would also like the project sponsor and your accounting department aware.
BCC-ing allows you to send an email without revealing the list of email addresses to other recipients. Use BCC when emailing a large group that you don’t want to have access to other’s emails, or in instances where protecting privacy, or matters of record, are important.
- Example: you are emailing 50 stakeholders a flyer to share with their contacts. You would like to send one email, but you do not want others to access the email list.
7. Email Follow Up
You are the recipient of the email: Follow up windows are important to the professional workplace. While windows can differ among workplace cultures, it is important to either acknowledge the receipt of an email or respond within 24-48 hours.
You are the sender of the email: Emails can easily be lost in a full inbox, if 3-4 business days have passed consider sending a follow-up email. Remember to reference your original message and restate your purpose for emailing. Example: “I’m following up on my note from Monday regarding the budget proposal. I’m happy to resend details if needed.”
Post Interview: When following up with an employer after an interview, be sure to email a thank you message within 24 hours of the interview, ideally during standard business hours. Briefly re-introduce yourself and make sure to reference specific topics of interest that may have been discussed in the interview. Be specific to show intentionality and interest.
8. Use A Professional Sign Off
Just as a professional greeting sets the tone at the beginning of an email, a thoughtful sign-off helps reinforce clarity and credibility at the end. Using simple, professional closings such as “Thank you,” “Best,” or “Regards” signals respect and professionalism without feeling overly formal.
Think of your email signature as a digital business card; it should be helpful and informative while remaining brief. A strong signature typically includes your full name, title (or major if you are a student), organization (university or department for students), phone number, and a relevant link such as a company website or LinkedIn profile. Companies often have a pre-established signature template for you to utilize.
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