Punctuating Business Emails Professionally
Clear punctuation helps your business emails look professional and easy to read. Here are a few quick tips to get it right:
1. Use a comma after the greeting
Always follow the opening with a comma.
✅ Dear Mr. Chen,
✅ Hi Sandra,
❌ Dear Mr. Chen
❌ Hi Sandra
Tip: If you're writing a very formal email, you can also use a colon after the greeting (e.g. Dear Sir:), but a comma is more common in business communication.
2. Use full stops (periods) to end sentences
Finish each complete thought with a full stop.
✅ We will send the invoice tomorrow.
✅ Please let me know if you have any questions.
❌ We will send the invoice tomorrow
❌ Let me know if you have any questions
3. Keep exclamation marks to a minimum
Use them only when appropriate—for example, to sound friendly in informal emails.
✅ Thanks for your quick reply!
❌ I look forward to our meeting!
Tip: Too many exclamation marks can sound unprofessional or overly emotional.
4. Use commas for clarity
Commas help break up ideas and make your writing easier to read.
✅ After reviewing your proposal, we’ve decided to move forward.
✅ Please send the file by Friday, if possible.
5. Punctuate the closing properly
Add a comma after your closing phrase.
✅ Best regards,
✅ Sincerely,
✅ Thank you,
❌ Best regards
❌ Thank you
Final Tip: Always proofread
Even one small punctuation mistake can make a professional email feel rushed or careless. Read your message one more time before sending.
✍️ Practice Exercise: Fix the Punctuation
Correct the punctuation in the short email below:
Subject: Meeting follow up
Hi John
thank you for taking the time to meet with us yesterday we appreciate your interest in our proposal we will send the revised contract by Friday please let us know if you have any questions
Best regards
Amira
