Do’s and Don’ts of Writing Emails to Your Boss

“Think your email to your boss doesn’t matter? One poorly worded message could change how they see you—or even cost you an opportunity.”

Emails are a big part of how we communicate at work, especially with our bosses.

A good email can make you look professional, thoughtful, and reliable. A bad one? It can confuse, annoy, or even upset your boss.

Writing emails might seem simple, but there are some key do’s and don’ts to follow to get it right.

Whether you’re asking for time off, reporting a problem, or just checking in, these tips will help you craft emails that leave a good impression.

Let me break it down.

The Do’s of Writing Emails to Your Boss

Do Keep It Short and Clear

Your boss is busy. They don’t have time to read a novel. Get to the point quickly. Start with why you’re writing, then add only the details they need. For example, instead of writing, “I was wondering if maybe it would be okay if I could possibly take next Friday off because I have some personal things to take care of,” try: “I’d like to request next Friday off for personal reasons. Let me know if that works.” Short, sweet, and easy to understand.

Do Use a Professional Greeting

Start your email with a polite hello. “Hi [Boss’s Name]” or “Hello [Boss’s Name]” works well. It’s friendly but still respectful. Avoid casual stuff like “Hey boss” or “Yo!”—those might feel too informal depending on your workplace. A good greeting sets the right tone.

Do State Your Purpose Up Front

Don’t make your boss guess why you’re emailing. Put the main point in the first sentence or two. If you’re asking for something, say it clearly: “I’m writing to ask for feedback on my project.” If you’re updating them, start with that: “Here’s a quick update on the sales report.” This saves time and shows you respect their schedule.

Do Proofread Before You Send

Spelling mistakes or typos make you look sloppy. Read your email out loud or use a tool like Grammarly to catch errors. For example, “I’ll finsih the report by tomorrow” looks careless. “I’ll finish the report by tomorrow” looks polished. A clean email shows you pay attention to detail.

Do Use a Clear Subject Line

Your boss probably gets tons of emails. A vague subject like “Question” or “Hi” won’t stand out. Instead, write something specific: “Request: Time Off Next Friday” or “Update: Project Timeline.” A good subject line helps them know what to expect and prioritize your message.

Do Be Polite and Respectful

Even if you’re upset or frustrated, keep your tone calm and kind. Say “please” and “thank you” where it fits. For instance, “Please let me know if you need more details. Thank you!” shows appreciation. Politeness goes a long way in building a good relationship.

Do Follow Up If Needed

If your boss doesn’t reply and it’s urgent, send a gentle follow-up after a day or two. Keep it simple: “Hi [Boss’s Name], just checking if you had a chance to look at my email about the project deadline. Thanks!” This keeps things moving without being pushy.

Do Use Bullet Points or Numbers for Clarity

If you’re sharing multiple ideas or tasks, break them up. Lists are easier to read than big blocks of text. For example:

“Here’s what I’ve done:

Finished the client presentation
Sent the budget draft
Scheduled the team meeting”

Your boss can scan it quickly and get the gist.

The Don’ts of Writing Emails to Your Boss

Don’t Write Long, Rambling Emails

If your email takes more than a minute to read, it’s probably too long. Avoid extra stories or unnecessary details. For example, don’t write, “So last week I was thinking about this, and then I talked to Sarah, and she said maybe we should…” Instead, say, “I spoke with Sarah, and we suggest moving the deadline to Friday.” Keep it tight.

Don’t Use Slang or Emojis (Unless It’s Okay)

Words like “LOL,” “coolio,” or a string of smiley faces might not land well with every boss. Unless you know they’re fine with it, stick to plain language. “Great news, we hit the target!” reads better than “Yasss, we crushed it! 😊👍” Save the casual vibe for coworkers or friends.

Don’t Forget to Reply When Asked

If your boss emails you a question, don’t leave them hanging. Even if you don’t have an answer yet, reply with, “I’m looking into it and will get back to you by tomorrow.” Ignoring their email looks like you don’t care.

Don’t Be Rude or Emotional

Maybe you’re mad about a decision or stressed about a deadline. Don’t let it show in your email. Avoid lines like, “This is ridiculous, I can’t believe you’re making me do this.” Instead, try, “I’m concerned about the timeline. Can we discuss this?” Stay cool and professional—no matter what.

Don’t Bury the Important Stuff

If the key point is at the bottom of a long email, your boss might miss it. Don’t write three paragraphs about your weekend before saying, “Oh, by the way, I need Monday off.” Lead with what matters most.

Don’t Send Late-Night Emails (Unless It’s Urgent)

Emailing at 2 a.m. might make your boss think you’re disorganized or panicking. Stick to work hours unless it’s a real emergency. If you’re up late finishing something, save the draft and send it in the morning. It looks more put-together.

Don’t Overuse “Urgent” or Exclamation Points

Marking every email “URGENT” or adding “!!!” everywhere loses its impact. Save it for when something truly can’t wait. Compare: “Please review this ASAP!!!” vs. “Please review this by noon if possible.” The second one feels calmer and still gets the point across.

Don’t Assume They’ll Understand Jargon

If your email is full of technical terms or abbreviations your boss might not know, you’ll confuse them. Spell things out. Instead of “The KPI for Q3 shows ROI is down,” try, “The key performance indicator for quarter three shows our return on investment is lower.” Clarity beats fancy lingo every time.

Putting It All Together: A Sample Email

Here’s how these tips look in action:

Subject: Request: Feedback on Marketing Plan

Hello [Boss’s Name],

I’m writing to ask for your feedback on the marketing plan I sent last week. I’d like to finalize it by Tuesday if possible. Please let me know if you’d like any changes or have time to discuss it. Thanks for your help!

Best,
[Your Name]

This email is short, polite, and clear. It has a good subject line, a purpose up front, and a respectful tone. Your boss can read it in ten seconds and know exactly what you need.

Why This Matters

You might think, “It’s just an email—why stress about it?” But emails are a window into how you work. A sloppy one might say you’re careless. A rude one might suggest you’re hard to deal with. On the flip side, a sharp, thoughtful email shows you’re on top of things and easy to collaborate with. Over time, these little messages shape how your boss sees you—and that can affect raises, projects, or even promotions.

Plus, your boss isn’t just judging you. They’re busy, and a confusing email wastes their time. A clear one makes their day easier. When you write well, you’re not just helping yourself—you’re helping them too.

Final Tips to Nail It

Before you hit send, ask yourself:

- Is this easy to read?

- Did I say what I need clearly?

- Would I be okay if someone else saw this?

If the answer to all three is “yes,” you’re golden. If not, tweak it. And if you’re ever unsure, save the draft and reread it after a few minutes. Fresh eyes catch mistakes.

Writing emails to your boss doesn’t have to be hard. Stick to the do’s—keep it short, clear, and polite. Avoid the don’ts—don’t ramble, don’t get emotional, don’t slack on details.

With a little practice, you’ll master the art of the perfect work email. And who knows? Your boss might even start looking forward to hearing from you.

Do’s and Don’ts of Writing Emails to Your Boss