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Use this comprehensive checklist to ensure your professional emails are clear and effective, and leave a positive impression.

  • Subject Line:
  • [ ] Clear and concise
  • [ ] Summarizes the main purpose
  • [ ] Avoids vagueness or generic language
  • Formal Greeting:
  • [ ] Uses recipient’s title and last name (e.g., “Dear Mr. Smith”)
  • [ ] Maintains appropriate formality
  • Introduction:
  • [ ] Includes a brief introduction with your name and position
  • [ ] Establishes a friendly yet professional tone
  • Get to the Point:
  • [ ] Clearly states the purpose of the email
  • [ ] Uses short paragraphs and bullet points for readability
  • Professional Tone:
  • [ ] Maintains a professional and respectful tone
  • [ ] Avoids slang, abbreviations, or overly casual language
  • Grammar and Spelling:
  • [ ] Proofread for proper grammar and spelling
  • [ ] Eliminates typos and errors
  • Provide Context and Background:
  • [ ] Offers relevant context without unnecessary details
  • [ ] Helps the recipient understand the purpose of the email
  • Include a Call to Action:
  • [ ] Clearly states expectations or desired actions
  • [ ] Streamlines communication by guiding the recipient
  • Closing:
  • [ ] Ends with a professional closing (e.g., “Sincerely,” “Best Regards”)
  • [ ] Includes your full name
  • [ ] Optionally includes your contact information
  • Attachments and Follow-up:
  • [ ] Mentions any attached files in the email
  • [ ] Verifies that attachments are included before sending
  • [ ] Includes a polite mention of any necessary follow-up
  • Professional Signature:
  • [ ] Includes your full name, title, company, and contact information
  • [ ] Enhances the authenticity of your communication
  • Responsive and Timely:
  • [ ] Responds promptly to emails
  • [ ] Acknowledges receipt of important information
  • [ ] Demonstrates timeliness in communication

By following this checklist, you’ll ensure that your professional emails are not only effective in conveying your message but also reflect your professionalism and attention to detail.