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How to write professional emails in tech.

How to write professional emails in tech.

Have you ever worried about creating the perfect email, sending updates to your coworkers, or submitting a report and feeling like your email isn't good enough?

Don't worry, we've all been there!

But the good news is, you don't need fancy words or grammar to write a good email. You just need some clear structure, manners, and some confidence!

Why does email writing matter in tech?

In tech, email is the go-to for communication because we can write long-form messages like

  • Reporting issues
  • Sharing project updates
  • Making formal requests
  • Following up with managers or clients

So being able to create and send a strong email is a necessity for successful communication.

Essentials for a tech email

  1. A clear subject line
    1. Good: Bug Report: 404 Error on Login Page
    2. Bad: Some problems here
  2. Professional greeting
    1. Start with: Hi [Name], Hello Team, Good morning/afternoon/evening
    2. I hope this message finds you well
  3. Body with structure
    1. Use short paragraphs or bullet points.
    2. Be direct and polite.
  4. Clear closing and call to action
    1. “Please let me know if you need anything else.”
    2. Sign off with: Best regards, or Thanks,

Using a clear structure like this will help you follow a roadmap and keep you focused!

Bug Report Template

From: yourname@company.com
To: product.team@company.com
Subject: Bug Report – Incorrect Total Price on Checkout Page

Hi Product Team,

I found a bug on the checkout page where the total price doesn’t include tax.

Details:

  • URL: https://example.com/checkout
  • Steps to Reproduce:
    1. Add item to cart
    2. Go to checkout
    3. Notice tax is not included
  • Expected Result: Tax should be included in the final price

Please let me know if more details are needed.

Best regards,
Your Name

Status Update Template

From: yourname@company.com
To: manager@company.com
Subject: Weekly Update – AI Integration Project (Week 2)

Hi Team,

Here is my progress for the week:

Completed:

  • Integrated AI chatbot into staging
  • Fixed Redis caching issue

In Progress:

  • Writing unit tests for conversation logic

Blockers:

  • Waiting for API key from the OpenAI team

Let me know if there’s anything else to prioritize.

Thanks,
Your Name

Feature Request Template

From: yourname@company.com
To: devteam@company.com
Subject: Feature Request – Add Export to CSV on Reports Page

Hi Dev Team,

I’d like to suggest adding an “Export to CSV” option on the reports page. This feature would help our analysts work more efficiently.

Reason:

  • Current manual copy-paste method is time-consuming
  • CSV download improves compatibility with Excel/Google Sheets

Let me know if this is possible in the next sprint.

Regards,
Your Name

Request for Help Template

From: yourname@company.com
To: teammate@company.com
Subject: Help Needed – Kafka Consumer Setup

Hi Teammate,

I’m having trouble setting up the Kafka consumer for the logging service. Would you have 15 minutes this week to walk me through the configuration?

I’ve already reviewed the docs, but I'm not sure if I’m missing something with the YAML settings.

Let me know your availability.

Thanks in advance,
Your Name

Pro Tips

  • Keep it short and clear
  • Be polite and direct
  • Use headers or bullet points when possible
  • Take your time when writing your email, speed does not mean quality.

Practice with me!

If you are unsure about how to structure your email or want to receive feedback, lets practice together in a private lesson!

Book a lesson

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