all-in-one privacy solution":["Proton Unlimited è una soluzione completa per la privacy"],"Black Friday":["Black Friday"],"No ads. Privacy by default.":["Niente pubblicità. La prima regola è la privacy."],"People before profits":["Le persone prima dei profitti"],"Security through transparency":["Più sicurezza grazie alla trasparenza"],"The best Proton Mail ${ BLACK_FRIDAY } deals":["Le migliori offerte di Proton Mail per il ${ BLACK_FRIDAY }"],"The world’s only community- supported email service":["L'unico servizio di email al mondo supportato dalla community"]},"specialoffer:limited":{"${ hours } hour":["${ hours } ora","${ hours } ore"],"${ hoursLeft }, ${ minutesLeft } and ${ secondsLeft } left":["Restano ${ hoursLeft }, ${ minutesLeft } e ${ secondsLeft }"],"${ minutes } minute":["${ minutes } minuto","${ minutes } minuti"],"${ seconds } second":["${ seconds } secondo","${ seconds } secondi"],"Limited time offer":["Offerta a tempo limitato"]},"specialoffer:listitem":{"Create multiple addresses":["Crea indirizzi multipli"],"Hide-my-email aliases":["Alias hide-my-email"],"Quickly unsubscribe from newsletters":["Annulla rapidamente l'iscrizione alle newsletter"],"Use your own domain name":["Utilizza il tuo nome di dominio"]},"specialoffer:logos":{"As featured in":["Ne hanno parlato"]},"specialoffer:metadescription":{"Get an encrypted email that protects your privacy":["Scegli un'email cifrata per proteggere la tua privacy"]},"specialoffer:metatitle":{"Proton Mail Black Friday Sale - Up to 40% off":["Offerta Black Friday di Proton Mail - sconti fino al 40%"]},"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.":["Per questo Black Friday ti offriamo fino al 40% di sconto sugli abbonamenti a Proton Mail. Scopri le straordinarie offerte sui piani di abbonamento alla nostra email dotata di crittografia end-to-end."]},"specialoffer:newmetatitle":{"Proton Mail Black Friday sale | Up to 40% off secure email":["Offerta di Proton Mail per il Black Friday | Fino al 40% di sconto sulla nostra email sicura"]},"specialoffer:note":{"* Billed at ${ TOTAL_SUM } for the first year":["* Addebito di ${ TOTAL_SUM } per il primo anno"],"*Billed at ${ TOTAL_SUM } for the first 2 years":["*Addebito di ${ TOTAL_SUM } per i primi 2 anni"],"30-day money-back guarantee":["Garanzia soddisfatti o rimborsati di 30 giorni"],"Billed at ${ TOTAL_SUM } for the first 2 years":["Addebito di ${ TOTAL_SUM } per i primi 2 anni"],"Billed at ${ TOTAL_SUM } for the first year":["Addebito di ${ TOTAL_SUM } per il primo anno"],"You save ${ SAVE_SUM }":["Risparmi ${ SAVE_SUM }"]},"specialoffer:off":{"${ PERCENT_OFF } off":["−${ PERCENT_OFF }"]},"specialoffer:testimonial":{"I love my ProtonMail":["Adoro ProtonMail"],"My favorite email service":["Il mio servizio email preferito"],"Thanks Proton for keeping us all safe in the complicated internet universe.":["Grazie Proton perché ci proteggi nell'universo complicato di internet."],"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":["Ottieni quello per cui hai pagato. Nel caso di big tech, se non paghi niente, vieni usato. Ho smesso di usare Gmail e sono passata a @ProtonMail"]},"specialoffer:time":{"Days":["Giorni"],"Hours":["Ore"],"Min":["Min"]},"specialoffer:title":{"And much more":["E altro ancora"],"Safe from trackers":["Protezione dai tracker"],"Stay organized":["Tieni tutto in ordine"],"Black Friday email deals":["Offerte email del Black Friday"],"Don’t just take our word for it":["Non lo diciamo solo noi"],"Make your inbox yours":["Rendi la tua posta in arrivo davvero tua"],"Our story":["La nostra storia"],"Transfer your data from Google in one click":["Trasferisci i tuoi dati da Google con un solo clic"]},"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.":["Accedi a contenuti bloccati e naviga in modalità privata. Include oltre ${ TOTAL_VPN_SERVERS } server in più di ${ TOTAL_VPN_COUNTRIES } Paesi, possibilità di connettere fino a 10 dispositivi, accesso a servizi di streaming in tutto il mondo, anti-malware, ad-blocker e altro ancora."],"Easily share your calendar with your family, friends or colleagues, and view external calendars.":["Condividi facilmente il tuo calendario con familiari, amici o colleghi e visualizza calendari esterni."],"Includes support for 1 custom email domain, 10 email addresses, 10 hide-my-email aliases, calendar sharing, and more.":["Include il supporto per 1 dominio email personalizzato, 10 indirizzi email, 10 alias hide-my-email, condivisione del calendario e altro ancora."],"Includes support for 3 custom email domains, 15 email addresses, unlimited hide-my-email aliases, calendar sharing, and more.":["Include il supporto per 3 domini email personalizzati, 15 indirizzi email, alias hide-my-email illimitati, condivisione del calendario e altro ancora."],"Manage up to 25 calendars, mobile apps, secured with end-to-end encryption, 1-click calendar import from Google, and more.":["Gestisci fino a 25 calendari, app per dispositivi mobili, protezione con la crittografia end-to-end, importazione del calendario da Google in un solo clic e altro ancora."]},"Status Banner":{"At the moment we are experiencing issues with the Proton VPN service":["Al momento abbiamo dei problemi con il servizio di Proton VPN"]},"Status banner":{"Learn more":["Scopri di più"],"Please note that at the moment we are experiencing issues with the ${ issues[0] } service.":["Attenzione: stiamo riscontrando dei problemi con il servizio di ${ issues[0] }"],"We are experiencing issues with one or more services at the moment.":["Stiamo riscontrando dei problemi con uno o più servizi."]},"steps":{"Step":["Passaggio"]},"suggestions":{"Suggestions":["Suggerimenti"]},"Support":{"Sub category":["Sottocategoria","Sottocategorie"]},"Support article":{"${ readingTime } min":["${ readingTime } minuto","${ readingTime } minuti"],"Category":["Categoria","Categorie"],"Didn’t find what you were looking for?":["Non hai trovato quello che cercavi?"],"General contact":["Contatti generali"],"Get help":["Ottieni supporto"],"Legal contact":["Contatti legali"],"Media contact":["Contatti per la stampa"],"Partnerships contact":["Contatti per collaborazioni"],"Reading":["Lettura"]},"Support Form Platform option":{"VPN for Android TV":["VPN per Android TV"],"VPN for Apple TV":["VPN per Apple TV"],"VPN for Chromebook":["VPN per Chromebook"]},"Support troubleshooting":{"App version":["Versione dell'app"],"Browser":["Browser"],"Check if this helps":["Verifica se questo ti è utile"],"Choose a product":["Scegli un prodotto"],"Did this solve your issue?":["Ha risolto il tuo problema?"],"Faster assistance is just a few clicks away":["Ottieni assistenza più velocemente con pochi clic"],"How can we help?":["Come possiamo aiutarti?"],"No, contact support":["No, contatta il supporto"],"Please fill out one field after another":["Compila un campo dopo l'altro"],"Please make your selections":["Fai la tua selezione"],"Proton account":["Account Proton"],"Proton for Business":["Proton for Business"],"Thank you for your feedback":["Grazie per il feedback"],"What can we help with?":["In cosa possiamo esserti di aiuto?"],"Yes":["Sì"]},"support_modal_search_query":{"Search query":["Query di ricerca"]},"support_search_button":{"Search":["Cerca"]},"support_search_i_am_looking_for":{"I'm looking for":["Sto cercando"]},"SupportForm":{"For a faster resolution, please report the issue from the Bridge app: Help > Report a problem.":["Per una risoluzione più rapida, segnala il problema dall'app Bridge: Aiuto > Segnala un problema."],"Information":["Informazioni"]},"SupportForm:option":{"Account Security":["Sicurezza dell'account"],"Contacts":["Contatti"],"Custom email domain":["Dominio email personalizzato"],"Email delivery and Spam":["Consegna delle email e spam"],"Encryption":["Crittografia"],"Login and password":["Login e password"],"Merge aliases and accounts":["Unione di alias e account"],"Migrate to Proton":["Migrazione a Proton"],"Notifications":["Notifiche"],"Other":["Altro"],"Plans and billing":["Piani e fatturazione"],"Proton for Business":["Proton for Business"],"Sign up":["Iscrizione"],"Storage":["Archiviazione"],"Users, addresses, and identities":["Utenti, indirizzi e identità"]},"SupportForm:optionIntro":{"Select a topic":["Seleziona un argomento"]},"Testimonial":{"Awards":["Premi"],"Customers":["Clienti"],"Featured":["In evidenza"],"Go to testimonial source":["Vai alle testimonianze"],"Open source of award":["Apri la fonte del premio"],"Open source of quote":["Apri la fonte della citazione"],"Reviews":["Recensioni"],"Videos":["Video"],"Watch on TikTok":["Guarda su TikTok"],"Watch on YouTube":["Guarda su YouTube"]},"TestimonialCategory":{"Awards":["Premi"],"Customers":["Clienti"],"Featured":["In evidenza"],"Media":["Media"],"Reviews":["Recensioni"],"Videos":["Video"]},"Text":{"If you need help, check out our ${ supportLink }.":["Se ti serve assistenza dai un’occhiata alla nostra ${ supportLink }."],"The page you’re looking for might have been removed, or it could be an\nold link.":["La pagina che stai cercando potrebbe essere stata rimossa, o il link potrebbe essere vecchio."],"Your question may already have an answer in our knowledge base:":["La risposta alla tua domanda potrebbe essere già disponibile nella nostra base di conoscenza:"]},"Title":{"On this page":["In questa pagina"],"Page not found":["Pagina non trovata"],"Related articles":["Articoli correlati"],"Share ${ thisPage }":["Condividi ${ thisPage }"],"Switch to Proton Pass - Contact us":["Passa a Proton Pass - Contattaci"],"Thank you!":["Grazie"],"this page":["questa pagina"]},"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.":["Accedi a contenuti bloccati e naviga in modalità privata. Include oltre ${ TOTAL_VPN_SERVERS } server in più di ${ TOTAL_VPN_COUNTRIES } Paesi, VPN ad altissima velocità, ${ TOTAL_VPN_CONNECTIONS } connessioni VPN, servizi di streaming in tutto il mondo, anti-malware, ad-blocker e altro ancora."]},"vpn_servers":{"Get Proton VPN Plus":["Scegli Proton VPN Plus"]},"wallet_signup_2024:Action":{"Get Proton Wallet":["Ottieni 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":["Guida Bitcoin"],"Proton Wallet news":["Novità di Proton Wallet"],"Proton Wallet support":["Supporto di Proton Wallet"]},"wallet_signup_2024:Pricing":{"Includes everything in Proton Unlimited and":["Include tutte le funzionalità di Proton Unlimited e"],"Limited availability":["Disponibilità limitata"],"The easiest way to securely own, send, and receive Bitcoin":["Il modo più semplice di possedere, inviare e ricevere Bitcoin in modo sicuro"]},"wallet_signup_2024:ProductRange":{"Discover Proton Wallet":["Scopri Proton Wallet"],"Store and transact Bitcoin privately with an encrypted self-custody wallet.":["Conserva ed esegui transazioni in Bitcoin in modo privato con un portafoglio a custodia autonoma crittografato."]},"wallet_signup_2024:wallet bitcoin":{"Learn about Bitcoin, the Internet's value network.":["Scopri il Bitcoin, la rete di valore di Internet."]},"wallet_signup_2024:wallet overview":{"Ensure you're always in control of your Bitcoin.":["Assicurati di avere sempre il controllo dei tuoi Bitcoin."]},"wallet_signup_2024:wallet security":{"The encrypted, open-source wallet that puts you in control.":["Il portafoglio crittografato e open source che ti dà il controllo."]}}},"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(nuova finestra) 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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