Some Good Tips to Keep in Mind When Sending Out a Professional Email

Real Estate Agent with REMAX Professionals BR508964000

If you are on Active Rain and you are a consistent blogger, you are probably pretty good at communicating. I only wish I could say the same about people who send me emails without any sort of contact information.

Over the course of the years I’ve developed my little systems to save time and communicate well at once:

  • Your subject line should always be descriptive of the message. Sometimes I will get an old email with a title I’ve seen before, when I open it, it has nothing to do with the message. By all means if you are trying to follow a thread, forward the message, but don’t forget to change the subject line!
  • Write how you speak. Leave fancy terminology for your book club, simple and everyday words are more likely to deliver the message.
  • Be concise. You should always keep it short and to the point. Long messages tend to be a burden and often get overlooked.
  • Always use a professional email address.  People might not take you seriously if you are emailing them from ‘burgerlover1204@...’.If you don’t have your own domain, at least your username should be something professional such as ‘’ or something that relates to your profession. This will also give you the opportunity to promote your brand.
  • Always check your grammar. We all make typos here and there, but it’s best if you take 1 minute to check for any grammatical errors before you hit send. Mistakes or spelling errors might leave a bad impression on your professional image.
  • Keep a structure. If the email is a long one, you should always have an introduction, a body and a conclusion.
  • Always provide your contact information. If you are sending an email to someone without your information and how to possibly get a hold of you, it’s time to change. Always include your title, phone numbers & address at the least.
  • Keep it professional. No matter how irritated or frustrated you are at someone, always keep composure while emailing someone. Keep in mind that if you write a nasty email it can come back to haunt you later.
  • Avoid unnecessary characters, exclamation marks, uppercases, etc. keep the email looking clean, it will look more professional. My rule of thumb is one smiley per email.

I hope you will find this information useful.. have a great weekend y'all!


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Jeffrey Funk
eXp Realty - Windermere, FL
Broker Associate | Team Leader

Shelby - All valuable points to keep in mind prior to sending out emails - especially to clients. Great reminder! Thank you for sharing!


May 18, 2012 03:08 AM #1
Regina P. Brown
California Coast & Country Homes, Inc. - San Luis Obispo, CA
e-Pro Realtor

Hi Shelby, you've done a great job in listing those professional e-mail etiquettes!  Another reminder is avoid using red fonts.  Sometimes, other people use red fonts to emphasize the words, however, the recipient may think that the e-mail sender is angry.


Thank you.

~Regina P. Brown

May 18, 2012 03:28 AM #2
Shelby DiBiase
REMAX Professionals - Phoenix, AZ
Investing In Your Future

Yes specially in this business, I live off emails all day! :)

May 18, 2012 03:29 AM #3
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Shelby DiBiase

Investing In Your Future
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