Below is a real example of a poorly written professional email — drawn directly from the Own Your Words programme. Work through it step by step: spot the problems, classify them, then see a polished rewrite with explanations.
Read the email carefully. Every underlined element has a problem. Click each one to identify what is wrong with it.
Subject:question
To:manager@company.com
hey,
just wondering if u got my email from last week about the staff schedule. let me know asap because i need to sort this out before friday. also did the new printer come in yet? someone said it was supposed to arrive but i havent seen it.
thanks
Problems found
Click each underlined element above to identify it.
What type of problem is it?
Now select the category above that matches this problem.
Here is a summary of everything that was wrong — and why it matters in professional writing.
Subject line
Subject: question — tells the reader nothing. A professional subject line should be specific: what the email is actually about.
Greeting
"hey," — far too casual for professional correspondence. Even with a colleague, "Hi [Name]," or "Good morning," is more appropriate.
Text-speak
"u" — abbreviations like u, thru, 2, and pls have no place in professional emails. Always spell words out in full.
Unprofessional language
"let me know asap" — casual and imprecise. In professional writing, be specific: state a date or timeframe. "Could you let me know by Wednesday?" is clearer and more respectful.
Mixed topics
Staff schedule + printer — two unrelated issues in one email creates confusion. Each topic should have its own email with its own subject line.
Sign-off
"thanks" alone is not a complete professional sign-off. End with "Kind regards," "Best regards," or "Regards," followed by your full name.
The corrected email
Polished rewrite — same message, professional standard
Subject:Follow-up: Staff Schedule — Week of [Date]
To:manager@company.com
Dear [Name],
I am writing to follow up on the email I sent last week regarding the staff schedule. I would appreciate it if you could let me know whether you have had a chance to review it, as I need to finalise the arrangements before Friday.
Could you confirm a convenient time for us to discuss this?
Kind regards,
[Your Name]
[Job Title]
Note on the printer: The question about the printer belongs in a separate email with its own subject line — for example: "Query: New Printer Delivery — Has It Arrived?" Keeping topics separate makes both messages easier to track, respond to, and file.
Fix the email
A second email — different context, different problems. Work through it the same way.
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0 / 6
Session 5 complete!
Spot the problem
Each email extract below contains one specific problem. Identify what the problem is and choose the best description.
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Your score
Subject lines
Choose the stronger subject line for each situation. A good subject line is specific, clear, and tells the reader what to expect before they open the email.
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Your score
Tone & register
Each question gives you a professional situation and two versions of the same message. Choose the version with the more appropriate tone and register for that context.