Professional emails
Write clear, effective professional emails: purposeful subject lines, the key point first, action-oriented requests and the right tone for delicate situations.
In this lesson you will
- Write subject lines and openings that state the purpose
- Structure emails for busy readers (BLUF)
- Handle delicate messages: chasing, declining, apologising
Learn
BLUF — Bottom Line Up Front: put the main point or request in the first two lines. Subject: Approval needed by Thu — Q3 budget ; Could you approve the attached budget by Thursday? Key changes are summarised below.
Make actions clear: who does what by when. Use short paragraphs or bullet points for multiple items. End with the next step, not just Thanks.
Chasing politely: Just following up on my email of 3 May regarding… ; I wanted to check whether you’d had a chance to… ; To keep the project on schedule, could you…?
Declining and apologising: Unfortunately, we’re unable to… ; I’m afraid that won’t be possible on this occasion, but… ; Please accept my apologies for the delay — this was due to… ; I’ve now… Offer an alternative where possible.
Examples
- Subject: Decision needed: venue for June workshop
- Just following up on my message last week about the contract.
- I’m afraid we can’t extend the deadline, but we could offer extra support.
- Next step: I’ll send the revised draft by Friday.
Vocabulary
BLUF
bottom line up front — main point first
chase
remind someone about something (informal business)
follow up
contact again about something
on schedule
on time according to plan
on this occasion
this time (softens refusal)
Practice
Best subject line:
Speaking
Leave a 45-second voicemail that follows BLUF: purpose, key detail, action needed, deadline.
Writing
Write two professional emails (80–120 words each): (1) politely chasing a supplier who missed a deadline; (2) declining a client’s request while offering an alternative.
- ☐ Purposeful subject lines
- ☐ Main point first
- ☐ Clear action and deadline
- ☐ Appropriate tone
- ☐ Next step
Lesson quiz
“Just following up on…” is used to…
Review
Key points
- BLUF.
- Clear actions: who, what, when.
- Polite chasing.
- Declining/apologising with alternatives.
What you learned
- ✓ I write effective professional emails.
- ✓ I handle delicate messages.
- ✓ My requests get action.