all-in-one privacy solution":["Proton Unlimited — комплексное решение для защиты данных"],"Black Friday":["Черная пятница"],"No ads. Privacy by default.":["Без рекламы. Гарантия конфиденциальности"],"People before profits":["Люди важнее прибыли"],"Security through transparency":["Безопасность, основанная на прозрачности"],"The best Proton Mail ${ BLACK_FRIDAY } deals":["${ BLACK_FRIDAY }: лучшие предложения Proton Mail"],"The world’s only community- supported email service":["Единственный в мире сервис электронной почты с поддержкой сообщества"]},"specialoffer:limited":{"${ hours } hour":["${ hours } час","${ hours } часа","${ hours } часов","${ hours } часа"],"${ hoursLeft }, ${ minutesLeft } and ${ secondsLeft } left":["Осталось ${ hoursLeft }, ${ minutesLeft } и ${ secondsLeft }"],"${ minutes } minute":["${ minutes } минута","${ minutes } минуты","${ minutes } минут","${ minutes } минуты"],"${ seconds } second":["${ seconds } секунда","${ seconds } секунды","${ seconds } секунд","${ seconds } секунды"],"Limited time offer":["Ограниченное по времени предложение"]},"specialoffer:listitem":{"Create multiple addresses":["Создавайте несколько адресов"],"Hide-my-email aliases":["Создавайте алиасы hide-my-email"],"Quickly unsubscribe from newsletters":["С легкостью отменяйте подписку на рассылки"],"Use your own domain name":["Используйте собственное доменное имя"]},"specialoffer:logos":{"As featured in":["О нас в СМИ"]},"specialoffer:metadescription":{"Get an encrypted email that protects your privacy":["Электронная почта, защищающая вашу конфиденциальность"]},"specialoffer:metatitle":{"Proton Mail Black Friday Sale - Up to 40% off":["Черная пятница в Proton Mail: скидки до 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.":["Получите Proton Mail со скидкой до 40 %. Не пропустите выгодные предложения на планы безопасной электронной почты, зашифрованной сквозным шифрованием, в честь «черной пятницы»."]},"specialoffer:newmetatitle":{"Proton Mail Black Friday sale | Up to 40% off secure email":["«Черная пятница» в Proton Mail | Скидки до 40 %"]},"specialoffer:note":{"* Billed at ${ TOTAL_SUM } for the first year":["* ${ TOTAL_SUM } за первый год."],"*Billed at ${ TOTAL_SUM } for the first 2 years":["* ${ TOTAL_SUM } за первые два года."],"30-day money-back guarantee":["Гарантия возврата средств в течение 30 дней"],"Billed at ${ TOTAL_SUM } for the first 2 years":["${ TOTAL_SUM } за первые 2 года"],"Billed at ${ TOTAL_SUM } for the first year":["${ TOTAL_SUM } за первый год"],"You save ${ SAVE_SUM }":["Вы экономите ${ SAVE_SUM }."]},"specialoffer:off":{"${ PERCENT_OFF } off":["–${ PERCENT_OFF }"]},"specialoffer:testimonial":{"I love my ProtonMail":["Обожаю ProtonMail!"],"My favorite email service":["Мой любимый сервис электронной почты"],"Thanks Proton for keeping us all safe in the complicated internet universe.":["Спасибо Proton за защиту в запутанном интернет-пространстве."],"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":["Полностью оправданное вложение денег. Бигтех-компании используют тебя, если ты им не платишь. Поэтому я перешла с Gmail на @ProtonMail."]},"specialoffer:time":{"Days":["дн."],"Hours":["ч."],"Min":["мин."]},"specialoffer:title":{"And much more":["И многое другое"],"Safe from trackers":["Защита от трекеров"],"Stay organized":["Будьте организованными"],"Black Friday email deals":["Безопасная почта для покупок в «черную пятницу»"],"Don’t just take our word for it":["Отзывы наших клиентов"],"Make your inbox yours":["Сделайте свой почтовый ящик вашим"],"Our story":["Наша история"],"Transfer your data from Google in one click":["Перенесите данные из Gmail в одно нажатие"]},"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.":["Сохраняйте конфиденциальность в интернете и получайте доступ к заблокированному контенту. Включает ${ TOTAL_VPN_SERVERS } серверов более чем в ${ TOTAL_VPN_COUNTRIES } странах с возможностью подключения на 10 устройствах, доступ к стриминговым платформам со всего мира, блокировщик рекламы, функцию защиты от вредоносных программ и другие преимущества."],"Easily share your calendar with your family, friends or colleagues, and view external calendars.":["Предоставляйте доступ к календарю родственникам, друзьям и коллегам, а также просматривайте календари других сервисов"],"Includes support for 1 custom email domain, 10 email addresses, 10 hide-my-email aliases, calendar sharing, and more.":["Включает поддержку 1 пользовательского домена, 10 адресов электронной почты, 10 алиасов hide-my-email, совместный доступ к календарю и другие преимущества."],"Includes support for 3 custom email domains, 15 email addresses, unlimited hide-my-email aliases, calendar sharing, and more.":["Включает поддержку трех пользовательских доменов, 15 адресов электронной почты, неограниченного числа алиасов hide-my-email, совместный доступ к календарю и другие преимущества."],"Manage up to 25 calendars, mobile apps, secured with end-to-end encryption, 1-click calendar import from Google, and more.":["До 25 календарей, мобильные приложения, сквозное шифрование, удобный перенос данных из Google Календаря и другие преимущества"]},"Status banner":{"Learn more":["Подробнее"],"Please note that at the moment we are experiencing issues with the ${ issues[0] } service.":["Сейчас при использовании сервиса ${ issues[0] } могут возникать проблемы."],"We are experiencing issues with one or more services at the moment.":["При использовании одного или нескольких сервисов могут возникать проблемы."]},"Status Banner":{"At the moment we are experiencing issues with the Proton VPN service":["При использовании сервиса Proton VPN могут возникать проблемы"],"Learn more":["Подробнее"]},"steps":{"Step":["Шаг"]},"suggestions":{"Suggestions":["Предложения"]},"Support":{"Sub category":["Подкатегория","Подкатегории","Подкатегорий","Подкатегорий"]},"Support article":{"${ readingTime } min":["${ readingTime } мин.","${ readingTime } мин.","${ readingTime } мин.","${ readingTime } мин."],"Category":["Категория","Категории","Категорий","Категорий"],"Didn’t find what you were looking for?":["Не нашли желаемый контент?"],"General contact":["Общие контакты"],"Get help":["Получить помощь"],"Legal contact":["Контакты юридического отдела"],"Media contact":["Контакты для прессы"],"Partnerships contact":["Контакты по вопросам партнерства"],"Reading":["Чтение"]},"Support Form Platform option":{"VPN for Android TV":["VPN для Android TV"],"VPN for Chromebook":["VPN для Chromebook"]},"Support troubleshooting":{"App version":["Версия приложения"],"Browser":["Браузер"],"Check if this helps":["Возможно, нужный ответ найдется здесь"],"Choose a product":["Выберите продукт"],"Did this solve your issue?":["Удалось ли нам решить вашу проблему?"],"Faster assistance is just a few clicks away":["Пара нажатий, и вы получите быструю помощь"],"How can we help?":["Чем мы можем помочь?"],"No, contact support":["Нет, связаться со службой поддержки"],"Please fill out one field after another":["Заполните поля по порядку"],"Please make your selections":["Отметьте подходящие варианты"],"Proton account":["Аккаунт Proton"],"Proton for Business":["Proton for Business"],"Thank you for your feedback":["Спасибо за отзыв!"],"What can we help with?":["Какая помощь требуется?"],"Yes":["Да"]},"support_modal_search_query":{"Search query":["Поисковый запрос"]},"support_search_button":{"Search":["Найти"]},"support_search_i_am_looking_for":{"I'm looking for":["Я ищу"]},"SupportForm":{"For a faster resolution, please report the issue from the Bridge app: Help > Report a problem.":["Чтобы быстро устранить проблему в приложении Bridge, выберите «Справка» > «Сообщить о проблеме»."],"Information":["Информация"]},"SupportForm:option":{"Account Security":["Безопасность аккаунта"],"Contacts":["Контакты"],"Custom email domain":["Пользовательский домен адреса электронной почты"],"Email delivery and Spam":["Доставка электронных писем и спам"],"Encryption":["Шифрование"],"Login and password":["Имя пользователя и пароль"],"Merge aliases and accounts":["Объединение псевдонимов и аккаунтов"],"Migrate to Proton":["Переход на Proton"],"Notifications":["Уведомления"],"Other":["Другое"],"Plans and billing":["Тарифы и оплата"],"Proton for Business":["Proton for Business"],"Sign up":["Регистрация"],"Storage":["Хранилище"],"Users, addresses, and identities":["Пользователи, адреса и личные данные"]},"SupportForm:optionIntro":{"Select a topic":["Выберите тему"]},"swiss_baseed_feature":{"Swiss based":["В Швейцарии"]},"Testimonial":{"Awards":["Награды"],"Customers":["Клиенты"],"Featured":["Что о нас говорят"],"Go to testimonial source":["Перейти к источнику отзыва"],"Open source of award":["Узнать, кто выдал награду"],"Open source of quote":["Узнать, откуда цитата"],"Reviews":["Отзывы"],"Videos":["видео."],"Watch on TikTok":["Смотреть в TikTok"],"Watch on YouTube":["Смотреть на YouTube"]},"TestimonialCategory":{"Awards":["Награды"],"Customers":["Клиенты"],"Featured":["Что о нас говорят"],"Media":["СМИ"],"Reviews":["Отзывы"],"Videos":["видео."]},"Text":{"If you need help, check out our ${ supportLink }.":["Если вам нужна помощь, перейдите в ${ supportLink }."],"The page you’re looking for might have been removed, or it could be an\nold link.":["Возможно, страница удалена\nили у вас устаревшая ссылка."],"Your question may already have an answer in our knowledge base:":["Возможно, ответ на ваш вопрос уже есть в нашей базе знаний:"]},"Title":{"On this page":["На этой странице"],"Related articles":["Статьи по теме"],"Share ${ thisPage }":["Поделиться ${ thisPage }"],"Switch to Proton Pass - Contact us":["Переход на Proton Pass — свяжитесь с нами"],"Thank you!":["Спасибо!"],"this page":["этой страницей"]},"Tooltip":{"More information":["Подробнее"]},"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.":["Получайте доступ к заблокированному контенту, просматривайте страницы анонимно и пользуйтесь стриминговыми сервисами со всего мира. 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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(новое окно) 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.
Обеспечьте конфиденциальность своих данных с Proton
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