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Module · Customer Service Excellence

Writing a Professional Email

A short, hands-on lesson. Read the example, rewrite the bad email, take a 3-question check, and earn a real skill.

What makes an email professional?

  • A clear, specific subject line.
  • A polite greeting that uses the person's name.
  • One short paragraph of context, then your request.
  • A polite sign-off with your full name.
  • No slang, no all-caps, no emojis to people you don't know yet.

Bad example

Subject: hey

yo just checking did u get my application?? need answer ASAP
- m

What's wrong: vague subject, no greeting, slang, demanding tone, no name.

Improved example

Subject: Following up — Customer Service Rep application (Maya Johnson)

Hi Ms. Patel,

I applied for the Customer Service Representative role on Monday and wanted to
follow up to confirm you received my application. I'm very interested in joining
the team and happy to share anything else that would be helpful.

Thank you for your time,
Maya Johnson

Your turn — rewrite the bad email

Rewrite it so it's professional, specific, and polite. Aim for 3–5 sentences.

Quick knowledge check (3 questions)

1. Which subject line is best for a follow-up after a job interview?

2. What should always come BEFORE the request in a professional email?

3. How should you sign off a professional email to a hiring manager?

Reflection

One thing you'll change about your own emails after this lesson:

Before you finish

  • Rewrite the email (3–5 sentences)
  • Answer all 3 quiz questions
  • Complete the reflection

Complete each item above to unlock your skill.