How to write Email to boss -Sample
Why Writing a Professional Email Matters
When you write to your senior, client, boss, or counterpart, your message should be cordial and courteous.
You might come across emails where a message appears disrespectful since the sender did not take enough time to articulate the email properly.
How to Write Professional Email to Boss, Senior, or Client to Build Strong Relationship
Be Cordial and Courteous
When writing to a senior, client, boss, or counterpart, always make sure your tone is:
- Polite
- Respectful
- Thoughtful
Sometimes, an email might unintentionally sound harsh or commanding because the sender did not phrase it carefully.
Avoid These Mistakes:
- Using direct commands instead of requests
- Failing to explain the purpose of the email
- Not proofreading for tone and clarity
Structure of a Professional Email
When writing a professional email to a boss or senior person:
✅ Key Elements to Include:
- State the purpose of the email clearly
- Use polite language (preferably indirect)
- Proofread 2–3 times to maintain the right tone
- Add relevant details to avoid confusion
✉️ Example 1: Email to Boss
Original Email:
This report should be completed and sent to my office by the end of this week.
🔍 Analysis
If you send the above message to a colleague, they may feel it's too commanding and lacks courtesy.
✅ Improved Version
I would be grateful if you could arrange to complete and have it sent to my office by tomorrow.
📝 Takeaway
This revised message is:
- Respectful
- Professional
- More likely to be well-received
✉️ Example 2: Email to a Senior Person
Original Email:
I have attached the agenda for the meeting. Please distribute it among your teammates.
🔍 Analysis
This message may come off as abrupt or overly directive, especially if sent to a senior or equal.
✅ Improved Versions
Here are three ways to rewrite the same email with a more respectful tone:
I have attached the agenda for the meeting.
Could you please arrange to have it printed and distributed among your teammates, since every participant may not be aware of the agenda?
Please have the attached list printed and distributed among your team members, as every participant may not have cognizance of the meeting agenda.
Kindly arrange to print and distribute the attached list among your teammates, since every participant may not be aware of the agenda.
Thank you for your attention.
Do you want to know the basic email etiquette to create a good rapport and impression? Read my post on Email Etiquette
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📌 Step-by-Step: How to Write an Email to Your Boss or Senior
Step 1: Make a Request
Use polite phrases like:
- “Could you please arrange to…”
- “I would appreciate it if you could…”
Step 2: Give a Clear Reason
Explain why you are making the request.
Step 3: Express Gratitude
Thank the recipient in advance:
- “Thank you in advance for your support.”
- “I appreciate your attention to this matter.”
Final Thoughts: Write with Respect and Clarity
When you write an email to your boss next time, keep these key points in mind:
- Use respectful language
- Structure your email clearly
- Be mindful of tone and intent
Meet the Author – Yogesh
- ✅ A Qualified Chartered Accountant helping professionals and jobseekers speak English confidently for over 15 years.
- 🏢 Founder of Urcareer, one of the most trusted institutes on Google for learning English-speaking skills.
- 📚 Author of 7 books, including 2 bestsellers: Learn English Through Hindi-English Translation and English Speaking Practice.
- 🎓 Creator of English Speaking Mastery Course for Beginners, with 7,200+ students from over 110 countries.
- 💬 His language tips and answers have received over 1.5 million views on Quora.
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