How To Respond To An Email Professionally

Responding To Professional Thank You Emails

How To Respond To An Email Professionally – Answering Negative ( Rude ) Emails

More and more professionals are using email to express their gratitude to associates and other business professionals. Receiving a thank you email is much more common than receiving a thank you card these days, so knowing how to respond in a polite and appropriate way via email is important to ensure you show you received and accept the email. Here we explore why people send thank you emails, when to respond to this type of email, steps you should take when replying to a thank you email, and example responses you can use when crafting your own.

Why Is It Important To Respond Professionally To An Impolite Email

Responding professionally to an impolite email is important for maintaining a respectful and courteous image. Whether you’re working in sales, banking or any other industry, a professional, measured response can make more of an impact than an emotional response. Here are a few reasons why it’s important to temper emotion and respond professionally:

  • To keep your job: Employers typically appreciate a measured response to rude emails or comments and can be far less likely to take disciplinary action against the employee.

  • To practice patience: An impolite email is an excellent opportunity to practice patience, which is a transferrable soft skill you can use in any industry.

  • To enhance your customer service skills: Customer service skills encompass both negative and positive customer interactions, so a rude email can be a good time to practice responding professionally to negative situations.

  • To exercise restraint: Rude emails can cause certain negative emotions to appear as a response, but responding professionally allows you to practice restraint and self-discipline.

  • To gain respect: Respect helps establish relationships with customers and coworkers, and even the person who sent the impolite email may respect a more professional and measured response.

Related:Strategies for Helping Rude Customers

When To Follow Up After No Response

At most, wait three days before following up after no response.

If you wait a week, itll be too long. And if you send an email on the same day, youll appear desperate. Send two to three emails in your sequence, and remember: never send a breakup email. Instead, leave the conversation open and return to it at a later date.

On that note, lets go over best practices for sending a follow-up message.

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Respond To Acknowledgment Or A Compliment

Effective supervisors often compliment or acknowledge their employees’ good work through email. In your response, begin by expressing your thanks. Your gratitude isn’t only a courtesy but also a statement that you appreciate the formal acknowledgment of your work and feel that it fosters high morale. In the remainder of your response, provide a sense of how you feel about your work and state that you hope to maintain a high level of achievement.

Example:Dear Mr. Nolan, thank you for your kind words about my report. As it was my first official experience writing a finance report, I was anxious about getting it right, so I’m relieved that it turned out well. For future reports, I hope to achieve the same level of quality.

Related:How To Respond to a Compliment at Work

How To Respond To An Introduction Email

Reply by Email

This article was co-authored by wikiHow staff writer, Hunter Rising. Hunter Rising is a wikiHow Staff Writer based in Los Angeles. He has more than three years of experience writing for and working with wikiHow. Hunter holds a BFA in Entertainment Design from the University of Wisconsin – Stout and a Minor in English Writing.There are 7 references cited in this article, which can be found at the bottom of the page. This article has been viewed 6,641 times.Learn more…

When someone you know introduces you to another person in their network with an email, a quick and concise response can leave a lasting impression. Whether you want to develop a new professional connection or inquire about a job, there are a few key points to mention when you write your reply. Keep reading for example emails to send and the most important information to include to foster your relationship.

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Reply To A Request For Information

Often, coworkers and customers reach out to professionals for information about a product, project or policy. In these situations, it can often be most efficient to answer their request quickly. For example, if a customer asked about the compatibility of your company’s product, you may respond like this:

Hello Jennifer,

Thank you for reaching out to us. We appreciate your interest in our product.

After reviewing the information you provided about your refrigerator, I am confident that our water filter is compatible with your appliance.

You can order the water filter directly from our website at

Thank you again for reaching out and for your support. Have a wonderful day!

Sincerely,Customer Service Representative

Start With A Greeting

Begin your email with a polite greeting. Consider including a phrase, such as I hope you’re well or It was nice to hear from you. If the sender included a greeting in their email, respond to that. For example, if they opened their email with Hello! I hope you enjoyed your weekend, you may reply with Hi! I had a great weekend, and I hope you did, too.

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Keep It Simple And Sweet

Professional emails are not formal letters and should not be excessively long neither are they text messages, so they should not be meatless.

Remember, email recipients are eager to know what you have written but do not have the luxury of time to read through unnecessarily long emails. To simplify the reading of your email, use one paragraph for each point and use bullets for lists.

Basically, write the information with little or just enough explanation to help your reader understand. Avoid using abbreviations like U, HTH,ASAP, and avoid colloquial English also.

Read over your emails before hitting Send or Reply. Always bear in mind that once the message is sent, it cannot be modified. Check carefully for grammatical errors before sending a professional email.

Write A Catchy Opening Line

GET to Write PROFESSIONAL EMAILS… that takes swift email RESPONSES

If you start your cold follow-up with something blurry, dull, and not personalized, the chances are that youll never get a response from your prospect.

I recommend polishing your opening line to make your prospects interested in learning more about what you have to offer.

Try to avoid such opening lines:

  • Just checking in
  • Thought I would just check-in and find out
  • Just wanted to check-in to hear about
  • Touching base

Instead, you can spark interest with a question, mention mutual connection, start with the prospects problem, or use a recent trigger event.

Besides that, in your opening line try to give the context as to why youre emailing the prospect. It could be a simple and short recap of your previous email.

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Business Emails Examples Iv: Declining An Invitation

Dear Miss Sheryl,

Pardon the delay in responding to your last email. I have been in the process of setting up my own social network so I had to resign from Facebook Inc.

I very much appreciate your invitation to help evaluate the Facebook App you are developing this time, but this may not be in the best interest of Facebooks management. You may contact some other editors on Facebook forum.

Thank you for understanding.

Business Emails Examples Vi: Reply To Request For Information About Your Product Or Service

Dear Mrs. Thatcher,

Thank you for your inquiry about Apple Stores. Find attached herewith some literature on our products including the products in alpha development stage. I have also included a sample username and password for you to try out the products that catch your fancy.

Please, do not hesitate to call me if you have further questions. I will be glad to have you as a customer.


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Start With Your Salutation

Choosing an appropriate salutation that’s respectful and cordial can make your recipient more likely to cooperate with you. As you respond to an email, it’s often best practice to follow whatever tone the initial email has established. If the initial email used a formal salutation, for instance, it makes sense to respond with one. In certain instances, you can use a different type of salutation. For example, a customer emailing for a complaint might use a formal salutation. Regardless, addressing them by their name, though informal, is often more effective in this situation.

Related:The Best Ways To Start an Email for the Desired Response

Say That It Is Important Or Urgent On The Subject Line

How to Reply Professionally to a Rude Email and Cover Your Ass ...

If you want that someone knows that your e-mail is important or urgent, you should them say that on the subject line. Simple like this. When you dont make it clear, you should expect that your email will be just one more among many others, and you wont be able to complain about it.

You can see Amazon, hotels, airlines doing it all the time. They will tell you that there is just one left, so you feel pressured to do it now or lose it forever.

Of course, you shouldnt use it the wrong way and start lying about it. People will find out what you are doing sooner than you expect, and they will never take you seriously again. And it will irritate them that you made their email productivity slowdown or more complicated in that specific occasion. So use it in moderation and only when it is absolutely true.

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Let Me Introduce Myself

If you write an email to a person you dont know, dont forget to say who you are and what your intentions are. Many people say hello and come straight to the point while a person on the other side sits in confusion guessing who has written this. A sentence or two of telling about yourself would be enough not to seem rude:

Let me introduce myself

Related post: 20 phrases you should never use in an email

Hi I Appreciate Your Kind Words Even Though Im Not Totally Sure Ive Earned Them

If you feel that someone is giving you praise you dont deserve , then you can tell them you feel this. No one doesnt like humility.

Make sure, however, that you dont overdo the self-deprecation.

If someone pays you a compliment, they dont want to have to spend twenty minutes convincing you they really mean it.

Instead, politely acknowledge that you feel their words are too kind, and then thank them for saying them anyway.

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Check Your Grammar Or Spelling Mistakes

This is a very important email reply etiquette when replying to an email. Always double check your spellings, grammar, and punctuation to avoid making mistakes. Writing an error-free email would make you look more professional and organized. There are different tools you can use when writing an email, you can either copy and paste to your Microsoft word to correct or you can make use of Grammarly which is free both on the computer and mobile devices.

Setting Up For Success

Writing in English: Replying to Business & Personal Emails – JenniferESL

Okay, so you know why its important to follow up, how long to wait, and have a ballpark figure on how many messages to send altogether.

Before you start, though, you need to set yourself up for maximum success. The first step? Write it all down.

Writing down your goals and workflows is beneficial on many fronts: It creates consistency amongst everyone on your team, it keeps everyone on the same page, and it actually helps you achieve your goals better than if you didnt write them down.

To maximize your follow-up success, have a concrete set of rules as to time, frequency, quantity, and message. Be consistent. And automate.

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Personalize On A High Level

Personalization is essential when it comes to sending a successful cold email follow-up. The more personal your follow-up is, the better your response rate would be.

There are two key approaches to personalize your follow-ups:

1. When you have a small number of prospects, you can write each follow-up from scratch, making them unique and personal to each prospect

A great example of such an email is the one I received from HubSpots Growth Manager after not talking to him for a month since our first conversation:

This email is great because its super personal. Adam did a lot of work by conducting such in-depth research. Besides including essential personalization, he made the follow-up effective by:

  • Mentioning a mutual connection .
  • Providing a new offer relevant to our based on the information he previously received about putting our customer success project on hold.
  • Showing his expertise .
  • Finishing with a clear CTA.

2. Automate personalization for the larger volumes of emails

For bigger email volumes, it could be time-consuming to edit all of the emails manually or even create them from scratch.

Fortunately, you can use tools like Hunter Campaigns that will help you to save time preparing and scheduling highly-personalized follow-ups.

Hunter Campaigns doesnt automate the whole process but still save hours of your time. Its always better to spend a bit more time to add a personal touch to each message, even though they will ultimately be sent on autopilot.

Your Apology Is Acknowledged

One last alternative expression is Your apology is sincerely acknowledged, in which the last word means recognized.

Using acknowledged rather than accepted changes the tone of the message into a slightly impersonal one.

Since this is the case, using this expression means implying that you are only willing to recognize the apology instead of accepting it.

Hence, this can be used for mistakes that may need some disciplinary action or proper discussion.

Particularly when the mistake or problem has been recurring, we do not necessarily have to accept the apology just yet, unless a change is seen.

Moreover, the passivization of the sentence structure also suggests psychological distancing, a process that turns a casual tone into a more formal one.

Heres an example to illustrate the explanation.

Dear Shelby,

Your apology is acknowledged. However, according to the records, this has been the third time youve been late this week. I would like to discuss this concern with you in person. Kindly see me at my office during your free time during the day. Thank you.


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How To Respond To Positive Feedback Over Email

Receiving positive feedback over email come with the advantage that you can take your time to absorb the information and enjoy feeling proud without having to immediately think about how to react to the praise in an appropriate manner.

The best way to respond to an email conveying a positive assessment of your recent performance is to keep things short and sweet.

Dont labor the point of how grateful you are. Instead, one or two short sentences will suffice.

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