all-in-one privacy solution":["Proton Unlimited é uma solução única de privacidade"],"Black Friday":["Black Friday"],"No ads. Privacy by default.":["Sem anúncios. Privacidade por padrão."],"People before profits":["Pessoas acima do lucro"],"Security through transparency":["Segurança por meio da transparência"],"The best Proton Mail ${ BLACK_FRIDAY } deals":["As melhores ofertas de ${ BLACK_FRIDAY } do Proton Mail"],"The world’s only community- supported email service":["O único serviço de e-mail do mundo apoiado pela comunidade"]},"specialoffer:limited":{"${ hours } hour":["${ hours } hora","${ hours } horas"],"${ hoursLeft }, ${ minutesLeft } and ${ secondsLeft } left":["${ hoursLeft }, ${ minutesLeft }, e ${ secondsLeft } restantes"],"${ minutes } minute":["${ minutes } minuto","${ minutes } minutos"],"${ seconds } second":["${ seconds } segundo","${ seconds } segundos"],"Limited time offer":["Oferta por tempo limitado"]},"specialoffer:listitem":{"Create multiple addresses":["Crie vários endereços"],"Hide-my-email aliases":["Use aliases do hide-my-email"],"Quickly unsubscribe from newsletters":["Cancele a assinatura de newsletters rapidamente"],"Use your own domain name":["Use seu próprio nome de domínio"]},"specialoffer:logos":{"As featured in":["Destaques"]},"specialoffer:metadescription":{"Get an encrypted email that protects your privacy":["Obtenha um e-mail criptografado que proteja sua privacidade"]},"specialoffer:metatitle":{"Proton Mail Black Friday Sale - Up to 40% off":["Oferta de Black Friday do Proton Mail - Até 40% de desconto"]},"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.":["Obtenha até 40% de desconto nas assinaturas do Proton Mail nesta Black Friday. Confira ótimas ofertas em nossos planos de e-mail seguro com criptografia de ponta a ponta."]},"specialoffer:newmetatitle":{"Proton Mail Black Friday sale | Up to 40% off secure email":["Oferta de Black Friday do Proton Mail - Até 40% de desconto no e-mail protegido"]},"specialoffer:note":{"* Billed at ${ TOTAL_SUM } for the first year":["* Com o preço de ${ TOTAL_SUM } no primeiro ano"],"*Billed at ${ TOTAL_SUM } for the first 2 years":["*Com o preço de ${ TOTAL_SUM } nos primeiros dois anos"],"30-day money-back guarantee":["Garantia de reembolso de 30 dias"],"Billed at ${ TOTAL_SUM } for the first 2 years":["Com o preço de ${ TOTAL_SUM } nos primeiros dois anos"],"Billed at ${ TOTAL_SUM } for the first year":["Com o preço de ${ TOTAL_SUM } no primeiro ano"],"You save ${ SAVE_SUM }":["Economize ${ SAVE_SUM }"]},"specialoffer:off":{"${ PERCENT_OFF } off":["-${ PERCENT_OFF }"]},"specialoffer:testimonial":{"I love my ProtonMail":["Adoro ProtonMail"],"My favorite email service":["Meu serviço favorito de e-mail"],"Thanks Proton for keeping us all safe in the complicated internet universe.":["Agradecemos ao Proton por nos manter a salvo no complicado universo da 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":["Você recebe pelo que paga. No caso das grandes tecnologias, você se acostuma quando não paga nada. Parei de usar o Gmail e troquei para o @ProtonMail"]},"specialoffer:time":{"Days":["Dias"],"Hours":["Horas"],"Min":["Min"]},"specialoffer:title":{"And much more":["E muito mais"],"Safe from trackers":["A salvo de rastreadores"],"Stay organized":["Mantenha-se organizado"],"Black Friday email deals":["Ofertas de e-mail da Black Friday"],"Don’t just take our word for it":["Não confie apenas em nossa palavra"],"Make your inbox yours":["Faça sua caixa de entrada ser sua"],"Our story":["Nossa história"],"Transfer your data from Google in one click":["Transfira seus dados do Google com um clique"]},"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.":["Acesse conteúdo bloqueado e navegue com privacidade. Inclui mais de ${ TOTAL_VPN_SERVERS } servidores em mais de ${ TOTAL_VPN_COUNTRIES } países, conexão com até 10 dispositivos, acesso a serviços de streaming do mundo todo, um bloqueador de anúncios e malware e muito mais."],"Easily share your calendar with your family, friends or colleagues, and view external calendars.":["Compartilhe facilmente seus calendários com amigos, familiares ou colegas e visualize calendários externos."],"Includes support for 1 custom email domain, 10 email addresses, 10 hide-my-email aliases, calendar sharing, and more.":["Inclui suporte para 1 domínio de e-mail personalizado, 10 endereços de e-mail, 10 aliases do hide-my-email, compartilhamento de calendário e muito mais."],"Includes support for 3 custom email domains, 15 email addresses, unlimited hide-my-email aliases, calendar sharing, and more.":["Inclui suporte para 3 domínios de e-mail personalizados, 15 endereços de e-mail, aliases ilimitados do hide-my-email, compartilhamento de calendário e muito mais."],"Manage up to 25 calendars, mobile apps, secured with end-to-end encryption, 1-click calendar import from Google, and more.":["Gerencie até 25 calendários, apps para dispositivos móveis, protegidos com criptografia de ponta a ponta, importação de calendário com 1 clique do Google e muito mais."]},"Status banner":{"Learn more":["Saiba mais"],"Please note that at the moment we are experiencing issues with the ${ issues[0] } service.":["No momento, estamos com problemas no serviço ${ issues[0] }."],"We are experiencing issues with one or more services at the moment.":["No momento, estamos com problemas em um ou mais serviços."]},"Status Banner":{"At the moment we are experiencing issues with the Proton VPN service":["No momento estamos enfrentando problemas com o serviço Proton VPN"],"Learn more":["Saiba mais"]},"steps":{"Step":["Etapa"]},"suggestions":{"Suggestions":["Sugestões"]},"Support":{"Sub category":["Subcategoria","Subcategorias"]},"Support article":{"${ readingTime } min":["${ readingTime } min","${ readingTime } min"],"Category":["Categoria","Categorias"],"Didn’t find what you were looking for?":["Não encontrou o que procura?"],"General contact":["Contato geral"],"Get help":["Obter ajuda"],"Legal contact":["Contato jurídico"],"Media contact":["Contato de mídia"],"Partnerships contact":["Contato de parcerias"],"Reading":["Leitura"]},"Support Form Platform option":{"VPN for Android TV":["VPN para Android TV"],"VPN for Chromebook":["VPN para Chromebook"]},"Support troubleshooting":{"App version":["Versão do aplicativo"],"Browser":["Navegador"],"Check if this helps":["Confira se isso ajuda"],"Choose a product":["Selecione um produto"],"Did this solve your issue?":["Isso resolveu seu problema?"],"Faster assistance is just a few clicks away":["Assistência mais rápida a apenas alguns cliques de distância"],"How can we help?":["Como podemos ajudar?"],"No, contact support":["Não, entrar em contato com o suporte"],"Please fill out one field after another":["Preencha os campos em sequência"],"Please make your selections":["Faça suas seleções"],"Proton account":["Conta Proton"],"Proton for Business":["Proton for Business"],"Thank you for your feedback":["Agradecemos pelo feedback"],"What can we help with?":["Com o que podemos ajudar?"],"Yes":["Sim"]},"support_modal_search_query":{"Search query":["Consulta de pesquisa"]},"support_search_button":{"Search":["Pesquisar"]},"support_search_i_am_looking_for":{"I'm looking for":["Estou procurando"]},"SupportForm":{"For a faster resolution, please report the issue from the Bridge app: Help > Report a problem.":["Para uma resolução mais rápida, informe o problema no aplicativo Bridge: Ajuda > Comunicar um problema."],"Information":["Informações"]},"SupportForm:option":{"Account Security":["Segurança da conta"],"Contacts":["Contatos"],"Custom email domain":["Domínio de e-mail personalizado"],"Email delivery and Spam":["Entrega de e-mail e spam"],"Encryption":["Criptografia"],"Login and password":["Início de sessão e senha"],"Merge aliases and accounts":["Combinar alias e contas"],"Migrate to Proton":["Migrar para a Proton"],"Notifications":["Notificações"],"Other":["Outros"],"Plans and billing":["Planos e faturamento"],"Proton for Business":["Proton for Business"],"Sign up":["Criar conta"],"Storage":["Armazenamento"],"Users, addresses, and identities":["Usuários, endereços e identidades"]},"SupportForm:optionIntro":{"Select a topic":["Selecione um tópico"]},"swiss_baseed_feature":{"Swiss based":["Sediado na Suíça"]},"Testimonial":{"Awards":["Prêmios"],"Customers":["Clientes"],"Featured":["Em destaque"],"Go to testimonial source":["Ir para a página inicial de depoimentos"],"Open source of award":["Abrir origem do prêmio"],"Open source of quote":["Abrir origem da citação"],"Reviews":["Avaliações"],"Videos":["Vídeos"],"Watch on TikTok":["Assistir no TikTok"],"Watch on YouTube":["Assistir no 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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.":["Acesse conteúdo bloqueado e navegue com privacidade. 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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(nova janela) 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.
Do you have an incident response plan to protect your business from financial
and reputational damage? Find out how Proton Pass for Business can help you stay
safe.