Press Send With Confidence: Email Format for Professionals [TEMPLATES]

Press Send With Confidence: Email Format for Professionals [TEMPLATES]

There are certain elements of your email format you should always include before clicking send.

There’s no one simple way to send a flawless email format, but there are plenty of wrong ways, errors, and things to forget.

From the subject line to sign-off, we have the information you need to get your email format right — every time.

Follow these 6 steps and take a look at some already formatted email templates below.

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6 Must-Haves for Your Email Format

1. Make CC and BCC Work for You

A common misconception in email format is the use of CC vs. BCC. It’s important to know when to use each of these and get your message into the right hands.

Below are the best ways to use CC and BCC to your advantage. But first, a refresher:

CC (carbon copy):visible recipient list.

BCC (blind carbon copy): An invisible recipient list.

Use CC when you want to:

  • Be transparent about who is on the email
  • Add someone to the thread so they’re in the loop, with no action required
  • Start an email thread with others

When you’re using the CC option, try this simple email greeting template:

(CCing {!Person1}, {!Person2}, {!Person3}, and {!Person4} for visibility.)

email format

Use BCC when you want to:

  • Hide recipients – ex: when messaging a customer, you could BCC your manager to keep them in the loop
  • Stop sending emails to people who don’t need every reply – moving recipients to BCC ensures that the next reply-all that happens on a thread won’t go to them

Through the thread, if you’re moving recipients to BCC, use this:

[Moving {!Person1}, {!Person2}, and {!Person3} to BCC to spare their inboxes.]

email format

2. A Subject Line That Lures Your Recipient to Open 

If you don’t have the right subject line, your email format won’t matter.

Your well-spent words go from your keyboard to their trash can.

The ideal email subject line should: email format

Luckily, we’ve done the research and know what type of email subject lines get opens.

Here are some data-backed ways to writing subject lines that get more opens:

  1. Use numbers in your subject lines
  2. Keep your subject line between 1-5 words
  3. Appeal to emotion
  4. Use language that shows immediacy
  5. Make your subject lines title case
  6. Personalize, personalize, personalize
  7. Subject lines that indicate a forward or reply get more opens
  8. Give relevant resources and provide value

Also, avoid all caps and multiple exclamation points. These are the two most common patterns that get flagged by spam filters.

Tip: Here at 20 cold email subject lines that generate over 85% open rates.

3. Greetings! How to Start an Email With Respect

What’s the most effective way to open up a conversation via email?

According to studies, the best email greeting may be the most obvious: Hi {!First Name},

Try using “Hello” and “Hi” rather than “Hey” in professional and formal emails to avoid coming off as non-professional or too casual to your recipient. It’s the safest route and studies show it’s most effective.

If you want more email greetings, Grammarly suggests the 6 best ways to start an email are:

  1. Hi [Name],
  2. Dear [Name],
  3. Greetings,
  4. Hi there,
  5. Hello, or Hello [Name],
  6. Hi everyone,

Your greeting is your recipient’s first impression of you – so play it safe. The last thing you want is them clicking away before getting to the content of your message.

Tip: Always check LinkedIn to make sure you’re addressing the recipient by the name they prefer to go by. This is important to ensure your greeting will engage the recipient, not disengage them.

email format

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 4. The Two S’s of Email Body: Short and Scannable

Want to know an easy way to lose your recipient? Bury them with information.

Always make sure your ask is clear and that the recipient knows why you’re reaching out and why they should care about responding.

A way you can do this is by using bold words to draw the recipient’s attention to important information.

email format

Another way you can make sure your email is easy to read and navigate is to use bullet points or numbers to separate your ideas.

This way your recipient can skim your email and still gather important pieces of information.

If you make it easier for your prospect to find the main points of the message before clicking away, they’re likely to stay on your message longer – so make the information listed in bullet points catchy and valuable.

email format

After you type your message – read over and trim unnecessary sentences.

The shorter and more concise, the better. Ignore the lengthy stories in your first engagement – keep it simple. AND keep it valuable.

Try writing multiple drafts of the same email, refining it each time for clarity, tone, and verb strength. From there on out it’s all about tracking your response rates and iterating as needed. The messaging that works best, save it as a template and reuse.

5. Always Include a Closing Statement in Your Email Format

Your sign off is the final part of the email body your recipient will see.

It’s your last place to get your point across.

Here’s a basic template for the end of your email:

[Final paragraph of email body – make sure to include a strong call to action that outlines the next steps]


[Closing phrase],

[Email Signature] (see #6 for details)

Here are some quick ways to catch your recipient’s attention at the last second: 

email format

If you want to keep it simple, here are some of the most common closing phrases for professional emails:

  • Best,
  • Best Regards,
  • All the best,
  • Thank you,
  • Thanks again,
  • With appreciation,
  • Regards,
  • Sincerely,
  • Talk soon,

Tip: Access more tips on how to end an email & 15 professional closings here.

6. Signed, Sealed, Delivered: Make an Email Signature That Leaves a Lasting Impression

What to include in your email signature

  • Name, position, company name
  • Your headshot: Reminds your recipient that there’s a living, breathing human on the other side of the screen
  • Contact information
  • Social media buttons to call your recipient to connect with you

Here’s an example of an email signature done right: email format

Here’s another example of a clear and concise email signature:

email format

Here are 9 professional email signatures you can use today.

Tip: Recipients are much more likely to remember you if you include an image in your email signature. Adding a face to your name can help the email come off as more personable and help the recipient put a face to the words on their screen.

Bonus: 4 Already-Formatted Email Templates for You

To help you get started – here are some already-formatted email templates you can copy and use today.

1. Cold Outreach: Do Their Research For Them

Writing cold emails is an art form. You need to make someone trust you without meeting them.

Build rapport by providing them relevant and helpful content.

Here’s a quick way to stop them from skimming and add value:

Subject line: Articles for Your Commute Home

Hi {!FirstName},

The last few calls I’ve had with companies like yours who {!specific stats about the recipient’s company} have led me to research {!topic that could be a pain point for them}.

I thought you would appreciate these articles. I thought they did a great job at addressing {!pain point}:

{!Link to content 1} – {!description of content 1}

{!Link to content 2} – {!description of content 2}

{!Link to content 3} – {!description of content 3}

If these resonated with you, let’s grab 15 minutes to see if {!Your Company} can help by {!proposed solution for solving pain point}. 

 Is there a day or time that generally works best for you?

2. Building Bridges: The Perfect Introduction Email

If you’re giving someone the introduction email they deserve, it’s important to get straight to the details.

You’re asking for valuable time from your recipient.

Here’s an introduction email format to copy/paste:

Subject Line: Are You There, {!First Name}? Dropping A Line

Hi {!First Name},

I hope this note finds you well and {!Personal note}.

{!Person requesting referral & their relation to you} (CC’d here) mentioned to me that {!he/she} is looking {!Reason for their request to you}. I’m reaching out in hopes that you can point {!him/her} in the right direction.

As I think you know, {!What requester’s company does}. {!Value statement — what’s in it for your recipient?}

Quick Favor

Might you be willing to introduce {!Requester’s first name} to the correct person who {!Responsibility} within {!Their Company}? It would be fantastic to {!Requester’s end vision}.

Thank you in advance!

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3. A Meeting Recap Email That Keeps Everyone in the Loop

You just had an important meeting and want to make sure everyone is on the same page.

What better way to do this than to compile your next steps into an email sent after the meeting?

Try this meeting recap template:

Subject line: Meeting Summary + Next Steps

Hey {!Company name} team,

Great meeting with you today — thank you for your time and for {!coming by the office/sharing in a discussion}.

I’m looking forward to talking again on {!agreed upon date}. I’ll send you a calendar invite for that shortly.  

Lastly, can you confirm that I recapped our discussion accurately?

Your Current {!Initiatives / Priorities / Goals}:

{!Priority 1}

{!Priority 2}

{!Priority 3}

Agreed Upon Next Steps: 

{!First Action + date} — {!Owner 1}

{!Second Action + date} — {!Owner 2}


4. A Professional Follow-Up Email for Someone You Just Met

After you meet someone in person, it’s important to send a follow-up email to reinforce the connection.

Why? Making the effort to reach out to someone, they feel more obliged to reciprocate.

Here’s a free template that does just that: 

Subject line: Great meeting you at {!Event}

Hi {!FirstName},

It was great meeting you at {!Event where you met}. I loved learning more about {!something discussed}.

I’m really interested in hearing more about your role as {!Job title} at {!Company}, as {!reason why you’re interested}. If you have time in the coming weeks, let’s {!follow-up action}.

I’m generally free on {!Days of the week}, does one of those work for you?

Looking forward to keeping in touch!


Although every email you type is different, always make sure to hit these key elements before clicking send.

One of the best ways to consistently write emails with the right email format is to save templates and re-use them.

Always adjust and personalize each template accordingly.

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