Professional Email
The anatomy of a good email
Tomanager@company.com
SubjectQuestion re: Tuesday's project deadline
Hi [Name],
I wanted to check in on the deadline for the Henderson project. I'm on track to finish the draft by Thursday — does that still work for you, or would you like it sooner?
Happy to discuss if helpful.
Thanks,
[Your Name]
Subject lines that get read
Be specific and scannable. One topic per email. Your boss should know what they're opening before they open it.
Subject Line
"Follow-up: Friday's meeting action items"
"Hey" or "Question" or no subject at all
Tone rules
Read it out loud before sending. If it sounds curt, add one warm sentence. If it's longer than 150 words, cut it in half. Never send an email when you're angry — draft it, sleep on it, then decide.
Reply time expectations
Emails from your manager: within 4 hours during work hours. Client emails: same day. If you can't fully respond yet, acknowledge receipt: "Got it — I'll have a full answer by end of day."
Never use work email for
Personal matters, venting, anything you wouldn't want your boss to forward. Assume every work email is permanent and readable by anyone.
In Person & Meetings
Be early or be on time — never late
Late to a meeting tells everyone in the room their time matters less than yours. Aim to arrive 2 minutes early. If you're running late, text or message before the meeting starts — not after.
Phone in your pocket
Unless you're specifically using it for the meeting, your phone stays face-down or in your bag. Glancing at your phone while someone is talking is a career-limiting habit. Everyone notices. No one says anything.
Speak up — once, clearly
Don't repeat yourself or ramble to fill silence. Say what you mean, then stop. Silence after you speak is not a bad sign — it means people are thinking. Let them.
In a meeting
"I think we should push the deadline to Friday — here's why."
"I mean, I don't know, maybe we could possibly think about maybe Friday? Just a thought."
Disagree professionally
You can push back without being difficult. "I see it differently — can I share why?" is professional. Eye-rolling, sighing, or saying "that won't work" without an alternative is not.
Your manager's time is finite
Before asking a question, try to answer it yourself first. Come with a proposed solution, not just a problem. "I ran into X. I was thinking Y — does that sound right to you?" is infinitely better than "I don't know what to do."
Over-communicate progress
If you're working on something that takes more than a day, give a quick update without being asked. Silence = your manager wondering if you forgot. No news is not good news at work.
Real Situations · What to Say
-
Made a mistake
"I made an error in the report — here's what happened, here's what I've fixed, and here's what I'll do differently." Own it fast. Never cover it up. Everyone makes mistakes; how you handle it defines you.
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Need an extension
"I want to flag that I may not finish X by Thursday. Can we discuss?" Ask early — never at the deadline. Give a realistic new date when you ask.
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Don't understand
"I want to make sure I do this right — can you clarify what you mean by X?" Asking for clarity is professional. Guessing and getting it wrong is expensive.
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Conflict with coworker
Address it directly and privately first. "I wanted to talk about what happened in Tuesday's meeting — I felt X and I'd like to understand your perspective." Don't go to your manager first unless it's serious.
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Want a raise
Ask during a scheduled meeting, not in the hallway. Come with data: your wins, market research, and a specific number. "Based on what I've contributed and market rates, I'd like to discuss moving to $X."
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Burned out
Don't disappear — communicate. "I've been pushing hard and I want to make sure I maintain my best work. Can we look at priorities together?" This is professional. Silently suffering or suddenly quitting is not.
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Leaving the job
Give at least two weeks' notice. Tell your manager first — before anyone else. Keep your resignation professional regardless of how you feel. The world is smaller than you think.
The one rule that covers everything
Ask yourself: Would I be comfortable if my manager saw exactly what I just did or said? If yes, proceed. If not, reconsider.