How to Write Professional Emails That Get Responses

Every day, people send millions of emails at work. Most of them never get read. Even fewer get replies. If you want to stand out and actually get answers to your messages, you need to learn a few simple tricks that make a huge difference.

Why Nobody Answers Your Emails

Think about your own inbox for a second. How many unread messages are sitting there right now? Probably a lot. When someone opens your email, they make a quick decision in about three seconds: Is this worth my time right now?

If your email looks long, confusing, or pointless, it gets skipped. Maybe they’ll come back to it later. But let’s be honest, they probably won’t. Your job is to make those three seconds count.

Your Subject Line Is Everything

Nobody will read your email if they don’t open it first. That’s where your subject line comes in. Think of it like a headline in a newspaper. It needs to tell people exactly what’s inside and why they should care.

Bad subject lines are vague and boring. “Quick question” or “Hey” won’t work. Everyone has quick questions. Be specific instead. Try something like “Need your approval for the March schedule by Friday” or “Meeting time options for the Johnson project.”

When something is truly urgent, you can say so. But don’t use “URGENT” on every email, or people will stop believing you.

Get to the Point Immediately

Here’s a secret: People don’t read emails the way they read books. They scan them looking for the important parts. So put the important parts right at the beginning.

After you say hello, jump straight into why you’re writing. Don’t waste time with “I hope this email finds you well” or long explanations about background information. Start with something like “I’m writing to ask for your feedback on the new schedule” or “I need your help solving a problem with our supplier.”

If you’re writing to someone you’ve never met before, you can add one quick sentence about why you’re contacting them specifically. Maybe you have a friend in common, or you read an article they wrote. Keep it short and genuine.

Break Your Email Into Easy Pieces

Long blocks of text are hard to read, especially on phones. And guess what? Most people read emails on their phones now.

Keep your paragraphs super short. Two or three sentences maximum. Use spaces between paragraphs to give the reader’s eyes a break.

Here’s a simple structure that works every time:

Paragraph 1: Why are you writing?

Paragraph 2: What details does the person need to know?

Paragraph 3: What do you want them to do next?

You can use bold text to highlight the most important information, like names, dates, or deadlines. This helps people find what matters most.

Tell Them Exactly What You Need

The worst emails end with something vague like “Let me know your thoughts” or “Talk soon.” What does that even mean? Should they call you? Write back? Schedule a meeting?

Always end with one clear request. Don’t give people five different options or ask three different questions in the same email. Pick the most important thing you need and ask for that.

Good examples: “Can you send me the updated file by 3 PM tomorrow?” or “Please reply yes or no by the end of the week.” Simple and direct always wins.

Sound Like a Real Person

Professional doesn’t mean robotic. You don’t need to use fancy words or complicated sentences to sound smart. In fact, simple language makes you seem more confident and clear.

Write the way you would talk to someone in person (but maybe a little more polite). Avoid weird business phrases like “per my last email” or “as per our discussion.” Just say what you mean in plain English.

Always read your email out loud before you send it. If it sounds stiff or confusing when you say it, rewrite it. And definitely check for typos. Nothing kills your credibility faster than misspelled words or obvious mistakes.

Following Up the Right Way

Sometimes people don’t reply because they’re busy, not because they’re ignoring you. A polite follow-up is totally fine. Actually, it’s necessary.

Wait a few days, then reply to your original email. This moves it back to the top of their inbox. Keep your follow-up even shorter than your first email. Say something simple like “Checking in on this” or “Did you get a chance to look at my question below?”

If you still don’t get a response after two follow-ups, consider whether email is the right way to reach this person. Maybe a phone call or quick message through another app would work better.

Timing Matters More Than You Think

The time you hit send actually affects whether people respond. If you send an email at 5 PM on Friday, it’s going to get buried under 50 other messages by Monday morning.

The best times to send emails are usually Tuesday, Wednesday, or Thursday morning. That’s when people are at their desks, not rushing to leave for the weekend or recovering from Monday.

Avoid early mornings (before 9 AM) and late afternoons (after 4 PM) unless you know the person’s schedule well. And definitely don’t send work emails on weekends unless it’s a true emergency.

Mistakes That Guarantee No Response

Some email mistakes are so common that they’re worth calling out directly.

First, always attach the file you mention. Nothing is more annoying than “Please see the attached document” with no attachment. Double check before you hit send.

Second, don’t send the exact same email to 20 people and expect personal responses. People can tell when they’re getting a mass email, and they usually ignore them.

Third, know when NOT to send an email. If you need an answer in the next hour, pick up the phone. If the topic is sensitive or complicated, have a real conversation instead of typing paragraphs back and forth.

The Real Secret

Here’s what all of this comes down to: Respect people’s time. When you send a clear, brief, purposeful email, you’re showing that you value the other person. You’re making their life easier, not harder.

That’s the real difference between emails that get ignored and emails that get responses. It’s not about tricks or perfect grammar. It’s about treating the reader like a busy human being who deserves your consideration.

Start applying these ideas to your next email. Keep it short, clear, and focused on one specific request. You’ll be surprised how much more often people actually write back.

More Resources for Professional Communication