Updated 7 October 2026
A professional email should be easy to understand and safe to act on. Small habits can prevent confusion and costly mistakes.
Make the message usable
Use a specific subject, put the request near the start and state any deadline plainly. Check recipients and attachments before sending. Use a restrained signature with current contact details instead of a large block of images.
Verify unusual requests
Treat unexpected payment changes, urgent login requests and surprising attachments with care. Contact the sender through a known phone number or another established route. Do not rely on the display name or a familiar-looking logo as proof of identity.
Protect the account and the data
Use a unique password and multi-factor authentication. Keep software updated and report suspicious messages. Send sensitive documents through an appropriate secure process, limit recipients and avoid putting private information in a subject line.
Your next move
Create a short check before staff act on payment or account-change emails. ITG can help standardise the visual parts of your business email without adding clutter.
About the Author
Tina Kempling, the Lean Green Team Leader at Imagine That with over 35 years of experience in the print industry, newspaper and magazine advertising.
As an industry-certified designer since 1991, Tina knows her stuff when it comes to marketing vision. But what sets her apart is her understanding of advertising and marketing in today’s digital and print market. She can help companies tap into the incredible marketing power in new and creative ways. Ready to take your marketing game to the next level? Give Tina a shout!