Microsoft Office · Intermediate level

Intermediate level · Module 4: Email, Calendar and Professional Communication with Outlook · Lesson 1 of 3

Writing Professional Emails

Write emails that are clear, polite and easy to act on.

In this lesson you will

  • Use clear subject lines and structure
  • Choose To, Cc and Bcc correctly

Key concepts

subject lineTo/Cc/Bcctonesignature

The lesson

Busy people read the subject line and first sentence, then decide whether to continue. Make the subject specific ('Request: training venue for 12 March') and state your purpose immediately.

Keep emails short, polite and clear about what you need and by when. One email should cover one topic; use bullet points for several details.

Check before sending: correct recipients (and To versus CC), attachments actually attached, and a tone that would be acceptable if forwarded to a senior manager.

Step by step

  1. Rewrite each subject line to state the topic and action.
  2. Put the purpose in the first sentence.
  3. Make the request and deadline explicit.
  4. Check recipients, attachments and tone.

Practice activity

Rewrite three unclear emails (a request, a follow-up and a complaint reply) into professional versions.

Expected result: Three improved emails that state purpose and action clearly.

Check your understanding

  1. When should you use Bcc?

    Show answer

    When sending to many people who should not see each other's addresses.

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