Use a subject line that states the point

Skip vague subjects like “Hello” or “Quick question.” Say what the email is about: “Following up on the Frontend Developer role” or “Invoice #1042 attached.”

Open with your purpose, not small talk

After a simple greeting, state why you are writing in one sentence: “I am writing to follow up on my application from last week.” The reader instantly knows what you need.

Keep the body short and skimmable

  • One idea per paragraph, two or three sentences each.
  • Use a short bulleted list for anything with multiple points.
  • Bold the one date or action that matters most.

Close with a clear next step

End by telling the reader exactly what you would like them to do and by when: “Could you let me know by Friday if a quick call works?”

A template you can copy

Subject: Following up on the Frontend Developer role

Hi Priya,

I am writing to follow up on my application for the
Frontend Developer position, submitted last Tuesday.

I am very excited about the role and would welcome the
chance to discuss how I can help the team. Are you free
for a short call this week?

Thank you for your time.

Best regards,
Jordan Lee

Frequently asked questions

How do I start a professional email?

Use a simple greeting with the person’s name (“Hi Priya,”) followed immediately by a one-sentence statement of why you are writing.

How long should a professional email be?

As short as possible while still being clear — usually three to five short paragraphs. If it runs longer, move details into bullet points or an attachment.

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