all-in-one privacy solution":["Proton Unlimited ist eine All-in-One-Datenschutzlösung"],"Black Friday":["Black Friday"],"No ads. Privacy by default.":["Keine Werbung. Privatsphäre als Standard."],"People before profits":["Menschen sind uns wichtiger als Gewinne"],"Security through transparency":["Sicherheit durch Transparenz"],"The best Proton Mail ${ BLACK_FRIDAY } deals":["Die besten Proton Mail-Angebote zum ${ BLACK_FRIDAY }"],"The world’s only community- supported email service":["Der weltweit einzige von der Community unterstützte E-Mail-Dienst"]},"specialoffer:limited":{"${ hours } hour":["${ hours } Stunde","${ hours } Stunden"],"${ hoursLeft }, ${ minutesLeft } and ${ secondsLeft } left":["Nur noch ${ hoursLeft }, ${ minutesLeft } und ${ secondsLeft }"],"${ minutes } minute":["${ minutes } Minute","${ minutes } Minuten"],"${ seconds } second":["${ seconds } Sekunde","${ seconds } Sekunden"],"Limited time offer":["Zeitlich befristetes Angebot"]},"specialoffer:listitem":{"Create multiple addresses":["Erstelle mehrere Adressen"],"Hide-my-email aliases":["Hide-my-email-Aliase"],"Quickly unsubscribe from newsletters":["Newsletter schnell abbestellen"],"Use your own domain name":["Verwende deine eigene Domain"]},"specialoffer:logos":{"As featured in":["Vorgestellt in"]},"specialoffer:metadescription":{"Get an encrypted email that protects your privacy":["Nutze einen verschlüsselte E-Mail-Dienst, der deine Privatsphäre schützt"]},"specialoffer:metatitle":{"Proton Mail Black Friday Sale - Up to 40% off":["Proton Mail Black Friday-Angebot – Bis zu 40 % Rabatt"]},"specialoffer:newmetadescription":{"Get up to 40% off Proton Mail subscriptions this Black Friday. Find great deals on our secure end-to-end encrypted email plans.":["Erhalte an diesem Black Friday bis zu 40 % Rabatt auf Proton Mail-Abonnements. Mache tolle Schnäppchen bei unseren sicheren, Ende-zu-Ende-verschlüsselten E-Mail-Abonnements."]},"specialoffer:newmetatitle":{"Proton Mail Black Friday sale | Up to 40% off secure email":["Proton Mail-Black-Friday-Angebot | Bis zu 40 % Rabatt auf sichere E-Mails"]},"specialoffer:note":{"* Billed at ${ TOTAL_SUM } for the first year":["* Zum Preis von ${ TOTAL_SUM } im ersten Jahr"],"*Billed at ${ TOTAL_SUM } for the first 2 years":["*Zum Preis von ${ TOTAL_SUM } in den ersten zwei Jahren"],"30-day money-back guarantee":["30-tägige Geld-zurück-Garantie"],"Billed at ${ TOTAL_SUM } for the first 2 years":["Zum Preis von ${ TOTAL_SUM } in den ersten zwei Jahren"],"Billed at ${ TOTAL_SUM } for the first year":["Zum Preis von ${ TOTAL_SUM } im ersten Jahr"],"You save ${ SAVE_SUM }":["Du sparst ${ SAVE_SUM }"]},"specialoffer:off":{"${ PERCENT_OFF } off":["− ${ PERCENT_OFF }"]},"specialoffer:testimonial":{"I love my ProtonMail":["Ich liebe mein ProtonMail"],"My favorite email service":["Mein Lieblings-E-Mail-Dienst"],"Thanks Proton for keeping us all safe in the complicated internet universe.":["Danke Proton, dass du uns alle im komplizierten Internet-Universum beschützt."],"You get what you pay for. In the case of big tech, if you pay nothing, you get used. I quit using Gmail and switched to @ProtonMail":["Du bekommst, wofür du bezahlst. Wenn du nichts bezahlst, wirst du bei der Nutzung von Big Tech ausgenutzt. Ich habe Gmail aufgegeben und bin zu @ProtonMail gewechselt"]},"specialoffer:time":{"Days":["Tage"],"Hours":["Stunden"],"Min":["Min."]},"specialoffer:title":{"And much more":["Und vieles mehr"],"Safe from trackers":["Sicher vor Trackern"],"Stay organized":["Bleibe gut organisiert"],"Black Friday email deals":["E-Mail-Angebote zum Black Friday"],"Don’t just take our word for it":["Verlasse dich nicht nur auf unser Wort"],"Make your inbox yours":["Mach deinen Posteingang zu deinem"],"Our story":["Unsere Geschichte"],"Transfer your data from Google in one click":["Übertrage deine Daten von Google mit einem Klick"]},"specialoffer:tooltip":{"Access blocked content and browse privately. Includes ${ TOTAL_VPN_SERVERS }+ servers in ${ TOTAL_VPN_COUNTRIES }+ countries, connect up to 10 devices, access worldwide streaming services, malware and ad-blocker, and more.":["Greife auf blockierte Inhalte zu und surfe privat. Umfasst ${ TOTAL_VPN_SERVERS } Server in über ${ TOTAL_VPN_COUNTRIES } Ländern, die Verbindung \nvon bis zu 10 Geräten, weltweite Streaming-Dienste, Malware- und Werbeblocker und mehr."],"Easily share your calendar with your family, friends or colleagues, and view external calendars.":["Teile deinen Kalender ganz einfach mit Verwandten, Freunden oder Kollegen und rufe externe Kalender auf."],"Includes support for 1 custom email domain, 10 email addresses, 10 hide-my-email aliases, calendar sharing, and more.":["Beinhaltet Unterstützung für eine eigene E-Mail-Domain, 10 E-Mail-Adressen, 10 „hide-my-email“-Aliasse, Kalenderfreigabe und mehr."],"Includes support for 3 custom email domains, 15 email addresses, unlimited hide-my-email aliases, calendar sharing, and more.":["Beinhaltet Unterstützung für 3 benutzerdefinierte E-Mail-Domänen, 15 E-Mail-Adressen, unbegrenzte „hide-my-email“-Aliase, Kalenderfreigabe und mehr."],"Manage up to 25 calendars, mobile apps, secured with end-to-end encryption, 1-click calendar import from Google, and more.":["Verwalte bis zu 25 Kalender, Ende zu Ende verschlüsselte mobile Apps, 1-Klick-Kalenderimporte von Google und vieles mehr."]},"Status banner":{"Learn more":["Mehr erfahren"],"Please note that at the moment we are experiencing issues with the ${ issues[0] } service.":["Bitte beachte, dass wir im Moment Probleme mit dem Dienst ${ issues[0] } haben."],"We are experiencing issues with one or more services at the moment.":["Im Moment gibt es Probleme mit einem oder mehreren Diensten."]},"Status Banner":{"At the moment we are experiencing issues with the Proton VPN service":["Im Moment gibt es Probleme mit dem Proton VPN-Dienst"],"Learn more":["Mehr erfahren"]},"steps":{"Step":["Schritt"]},"suggestions":{"Suggestions":["Vorschläge"]},"Support":{"Sub category":["Unterkategorie","Unterkategorien"]},"Support article":{"${ readingTime } min":["${ readingTime } Min.","${ readingTime } Min."],"Category":["Kategorie","Kategorien"],"Didn’t find what you were looking for?":["Hast du nicht gefunden, wonach du gesucht hast?"],"General contact":["Allgemeiner Kontakt"],"Get help":["Hilfe erhalten"],"Legal contact":["Kontakt für Rechtliches"],"Media contact":["Kontakt für Medien"],"Partnerships contact":["Kontakt für Partnerschaften"],"Reading":["Lesen"]},"Support Form Platform option":{"VPN for Android TV":["VPN für Android TV"],"VPN for Chromebook":["VPN für Chromebook"]},"Support troubleshooting":{"App version":["App-Version"],"Browser":["Browser"],"Check if this helps":["Schau, ob das hilft."],"Choose a product":["Produkt auswählen"],"Did this solve your issue?":["Hat dies dein Problem gelöst?"],"Faster assistance is just a few clicks away":["Schnellere Hilfe ist nur ein paar Klicks entfernt"],"How can we help?":["Wie können wir dir helfen?"],"No, contact support":["Nein, Support kontaktieren"],"Please fill out one field after another":["Bitte fülle ein Feld nach dem anderen aus"],"Please make your selections":["Bitte triff deine Auswahl"],"Proton account":["Proton-Konto"],"Proton for Business":["Proton for Business"],"Thank you for your feedback":["Danke für dein Feedback"],"What can we help with?":["Wobei können wir dir helfen?"],"Yes":["Ja"]},"support_modal_search_query":{"Search query":["Anfrage suchen"]},"support_search_button":{"Search":["Suchen"]},"support_search_i_am_looking_for":{"I'm looking for":["Ich suche"]},"SupportForm":{"For a faster resolution, please report the issue from the Bridge app: Help > Report a problem.":["Damit das Problem schneller gelöst werden kann, melde es bitte über die Bridge-App: Help > Report a problem (Hilfe > Problem melden)."],"Information":["Informationen"]},"SupportForm:option":{"Account Security":["Kontosicherheit"],"Contacts":["Kontakte"],"Custom email domain":["Benutzerdefinierte E-Mail-Domain"],"Email delivery and Spam":["E-Mail-Zustellung und Spam"],"Encryption":["Verschlüsselung"],"Login and password":["Anmeldung und Passwort"],"Merge aliases and accounts":["Zusammenführung von Aliassen und Konten"],"Migrate to Proton":["Migration zu Proton"],"Notifications":["Benachrichtigungen"],"Other":["Sonstiges"],"Plans and billing":["Abonnements und Abrechnung"],"Proton for Business":["Proton for Business"],"Sign up":["Registrierung"],"Storage":["Speicher"],"Users, addresses, and identities":["Benutzer, Adressen und Identitäten"]},"SupportForm:optionIntro":{"Select a topic":["Thema auswählen"]},"swiss_baseed_feature":{"Swiss based":["In der Schweiz ansässig"]},"Testimonial":{"Awards":["Auszeichnungen"],"Customers":["Kunden"],"Featured":["Empfohlen"],"Go to testimonial source":["Zur Referenzquelle wechseln"],"Open source of award":["Quelle der Auszeichnung öffnen"],"Open source of quote":["Quelle des Zitats öffnen"],"Reviews":["Bewertungen"],"Videos":["Videos"],"Watch on TikTok":["Auf TikTok ansehen"],"Watch on YouTube":["Auf YouTube ansehen"]},"TestimonialCategory":{"Awards":["Auszeichnungen"],"Customers":["Kunden"],"Featured":["Empfohlen"],"Media":["Medien"],"Reviews":["Bewertungen"],"Videos":["Videos"]},"Text":{"If you need help, check out our ${ supportLink }.":["Hilfe erhältst du in unserem ${ supportLink }."],"The page you’re looking for might have been removed, or it could be an\nold link.":["Die von dir gesuchte Seite wurde möglicherweise entfernt, oder es könnte sich um einen alten Link handeln."],"Your question may already have an answer in our knowledge base:":["Vielleicht gibt es bereits eine Antwort auf deine Frage in unserer Wissensdatenbank:"]},"Title":{"On this page":["Auf dieser Seite"],"Related articles":["Verwandte Artikel"],"Share ${ thisPage }":["${ thisPage } teilen"],"Switch to Proton Pass - Contact us":["Zu Proton Pass wechseln – Kontaktiere uns"],"Thank you!":["Vielen Dank!"],"this page":["diese Seite"]},"Tooltip":{"More information":["Weitere Informationen"]},"tooltip_vpn":{"Access blocked content and browse privately. Includes ${ TOTAL_VPN_SERVERS }+ servers in ${ TOTAL_VPN_COUNTRIES }+ countries, highest VPN speed, ${ TOTAL_VPN_CONNECTIONS } VPN connections, worldwide streaming services, malware and ad-blocker, and more.":["Greife auf blockierte Inhalte zu und surfe privat. Enthält über ${ TOTAL_VPN_SERVERS } Server in mehr als ${ TOTAL_VPN_COUNTRIES } Ländern, höchste VPN-Geschwindigkeiten, ${ TOTAL_VPN_CONNECTIONS } VPN-Verbindungen, weltweite Streaming-Dienste, Malware- und Werbeblocker und mehr."]},"vpn_servers":{"Get Proton VPN Plus":["Proton VPN Plus holen"]},"wallet_signup_2024:Action":{"Get Proton Wallet":["Hol dir Proton Wallet"]},"wallet_signup_2024:Homepage hero product link title":{"Wallet":["Wallet"]},"wallet_signup_2024:Homepage product navigation bar":{"Wallet":["Wallet"]},"wallet_signup_2024:menu item":{"Bitcoin guide":["Bitcoin-Leitfaden"],"Proton Wallet news":["Proton Wallet-Neuigkeiten"],"Proton Wallet support":["Proton Wallet-Support"]},"wallet_signup_2024:Pricing":{"Includes everything in Proton Unlimited and":["Umfasst alles, was in Proton Unlimited enthalten ist und"],"Limited availability":["Begrenzte Verfügbarkeit"],"The easiest way to securely own, send, and receive Bitcoin":["Der einfachste Weg, Bitcoin sicher aufzubewahren, zu senden und zu empfangen"]},"wallet_signup_2024:ProductRange":{"Discover Proton Wallet":["Proton Wallet entdecken"],"Store and transact Bitcoin privately with an encrypted self-custody wallet.":["Bewahre Bitcoins auf und überweise sie auf private Weise mit einer verschlüsselten, selbstverwahrenden Wallet."]},"wallet_signup_2024:wallet bitcoin":{"Learn about Bitcoin, the Internet's value network.":["Erfahre mehr über Bitcoin, das Wertnetzwerk des Internets."]},"wallet_signup_2024:wallet overview":{"Ensure you're always in control of your Bitcoin.":["Stelle sicher, dass du immer die Kontrolle über deine Bitcoins behältst."]},"wallet_signup_2024:wallet security":{"The encrypted, open-source wallet that puts you in control.":["Die verschlüsselte Open-Source-Wallet, die dir die Kontrolle gibt."]}}},"base":"blog","cdn":{"enabledForAssets":true,"enabledForImages":true,"url":"https://pmecdn.protonweb.com/"},"unleashApi":"https://account.proton.me/api"};
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How to write a professional email the easy way | Proton
A well-written email can make a strong impression, convey your message effectively, and open the door to new opportunities. However, crafting the right email requires you to follow email etiquette, which is a balance of professionalism, clarity, and respect for the recipient’s time.
In this guide, we’ll show you how to write a professional email, with simple tips and examples for different situations. You’ll also see how Proton Mail’s secure features can improve your email communications.
Tips for how to write a professional email
Check out the following tips and examples for writing a professional email for any industry:
1. Make your subject line clear and relevant
The subject line is the first thing the recipient sees, and it determines whether your email gets opened, skimmed, or overlooked. When writing a business email, make sure the subject line is direct, clear, and relevant. For example, instead of “Project update,” try “Project X update – Phase 2 completed.”
When time-sensitive, you can add urgency by including a ‘call to action’ (CTA), such as “Requesting approval for Project X – Response by Friday.” Aim for a subject line under 10 words, making it easy to read at a glance.
2. Open with a polite greeting
Start with a polite, professional greeting, such as “Dear Ms. Taylor”, and add any title, like “Dear Dr. Taylor”. If you don’t know the recipient’s name, you can use a general greeting like “Dear Hiring Manager,” “Hello Marketing Team,” or simply “Hello.”
3. State your purpose from the start
You should introduce the purpose of your email right away. Here are some good openers based on various contexts:
General inquiry: “I hope this message finds you well. I’m reaching out to ask about…”
Introduction: “My name is John Smith. I’m contacting you to express my interest in…”
Providing information: “I’m writing to give you an update on…”
Follow-up: “I wanted to follow up regarding our previous conversation about…”
Request assistance: “I am seeking your guidance on…”
4. Structure the email body for clarity and readability
The email body should be straightforward, delivering your message without unnecessary fluff. Respect the reader’s time by staying focused, keeping paragraphs short, and sticking to a few key points.
When discussing steps, processes, instructions, or deliverables, use bullet points to make your message clear. If there’s a lot to cover, consider putting the details in a document and attaching it to your email. Or you can use an encrypted cloud service like Proton Drive(neues Fenster) to securely share a link.
If you’re referencing previous conversations or attachments, briefly mention them to give context without lengthy explanations.
5. Use a respectful and positive tone
Tone is key when writing a professional email, especially when addressing decision-makers, potential partners, or customers. You should use formal, clear language and avoid industry jargon that may cause confusion.
When making requests or giving feedback, keep your language polite and positive, showing empathy for the recipient’s needs, priorities, or concerns. For example, you can offer reassurance with “We understand the importance of this deadline, and our team is focused on meeting it.” Or, you can use a collaborative tone to build rapport with “We believe this partnership could be mutually beneficial.”
6. Add a clear ‘call to action’
Make sure to include a CTA in your professional email by clarifying what you’re requesting, so the recipient knows precisely what to do next. Here are some examples:
Requesting a meeting or call: “Please let me know a convenient time to discuss this further.”
Asking for feedback or input: “I would appreciate any feedback you may have on this matter.”
Confirming a timeline: “I look forward to your confirmation on the next steps by [deadline].”
Asking for approval or authorization: “Please confirm if I have your approval to proceed with this approach.”
7. End on a courteous and positive note
The closing statement should courteously wrap up the message to reinforce your professionalism and create a positive connection with the recipient. It often shows appreciation or anticipation for a response. Here are some examples:
Expressing appreciation: “Thank you for your time and your consideration.”
Anticipating a response: “I look forward to your reply and hope we can connect soon.”
Offering further assistance: “Please let me know if I can provide any additional details.”
Looking forward to collaboration: “I look forward to the opportunity to work together and am excited to hear from you.”
Encouraging next steps: “Please feel free to get back to me at your convenience to discuss this further.”
8. Select a sign-off that matches your tone
A business email should end with a professional sign-off that aligns with your relationship’s formality and brand’s tone. Here are some examples:
Formal: “Sincerely,” “Best regards,” and “Respectfully” are suitable for new contacts, high-level executives, or formal communications.
Professional but approachable: “Best,” “Thank you,” or “Kind regards” work well for semi-formal relationships or ongoing partnerships.
9. Provide a detailed signature for follow-up
Include your full signature at the end of a professional email with your full name, job title, company name, and contact information (e.g. phone number, LinkedIn profile) to help the recipient quickly identify you for follow-up and reference.
10. Before you hit send
Minor errors, like typos, incorrect names, or missing attachments, can impact how professional your email seems to the recipient. Even small mistakes can suggest a lack of attention to detail, which may affect your credibility. Here’s how to avoid these pitfalls:
Proofreading: Spend a few minutes reviewing the email for spelling, grammar, and punctuation errors.
Double-check details: Make sure you have spelled the recipient’s name correctly and used the right title. Verify email addresses are correct, especially if sending to multiple recipients, and confirm that any attachments mentioned in the email are actually included.
Final review for tone and flow: Read your email out loud to catch awkward phrasing or unintentional tone. Adjust any clunky wording to make the message smoother and more engaging.
Use Proton Scribe — your own writing assistant
Additionally, you can use the Proton Scribe writing assistant to help you draft and refine your messages securely when writing a professional email.
Built into Proton Mail, Scribe is a writing assistant designed to help you compose and refine emails. You can use it to adjust your tone to suit different audiences and easily shift from friendly to formal language. Scribe can also proofread your emails, catching grammatical errors, typos, or clarity issues.
Beyond making emails look and sound professional, Scribe runs entirely on a privacy-first model. You can operate it locally or via Proton’s secure servers, with all data protected by end-to-end encryption.
Securely write professional emails with Proton Mail
It’s important to know how to write a professional email, but so is choosing a secure, reliable platform to send them. Proton Mail is an encrypted email service that ensures your emails are safely sent, including any confidential information. You can even password-protect your emails and set expiry dates.
Proton Mail uses end-to-end encryption to protect your data, so only you and the recipients can see it — not even Proton has access.
Switching to Proton Mail is a simple process with our Easy Switch feature, which securely imports your emails, calendars, and contacts while keeping them encrypted and protected from trackers.
By choosing Proton Mail, you leave behind ad-based email models and gain a privacy-first platform to protect your data with zero-access and end-to-end encryption.
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and reputational damage? Find out how Proton Pass for Business can help you stay
safe.