What a good professional email looks like
A good email can be understood in ten seconds. The subject line names the topic, the first sentence states why you are writing, and the last paragraph says what you want to happen next. Anything else is optional. See our guides on how to write a professional email and email subject lines for more.
The three types
| Type | Structure | Use it for |
|---|---|---|
| Formal letter | Date, recipient, subject line, formal salutation, concise body, closing, formal sign-off, name and title | Requests, complaints, official correspondence |
| Job application | Date, recipient, salutation, opening that names the position and where it was advertised, a paragraph on relevant qualifications, closing offering an interview, sign-off | The short email that carries your CV |
| Follow-up | Short subject line, greeting, one-sentence reminder, the specific purpose, a polite ask or deadline, thanks, signature | After meetings, interviews, quotes and unanswered messages |
For a full one-page letter with a longer pitch, use the Cover Letter Generator. The Job application mode here is the shorter email version.
How to write better notes
- State the goal in one line: "Ask for a deadline extension to 12 December."
- List the facts that must appear: names, dates, reference numbers, attachments.
- Say what you want the reader to do, and by when.
- Mention the relationship, for example "first contact" or "my manager", so the tone is right.
After you generate
- Fill in every bracketed blank. If one is left, do not send.
- Check names, dates and attachments against your notes.
- Tighten anything that sounds stiff with the Tone Changer.
- Proofread with the Grammar Checker.
- Reread as the recipient: is the request obvious?
Limits
The writer works only from your notes and does not know the recipient, your company's style or local legal requirements. For legal, medical or immigration letters, have the final text checked by someone qualified. Each run takes up to 6,000 characters of input.