GUIDE TO PROFESSIONAL EMAILS IN THE ART WORLD

As an artist in the digital age, chances are you need to write emails on a regular basis. You may use email to approach galleries, maintain ongoing relationships, connect with collectors, or reach out to fellow artists. Since you send so many emails, it can be tempting to type something quickly and send it off without ensuring that you are communicating effectively and presenting yourself professionally.

Although this may not seem crucial, if you are running your own art business, professional communication is essential for building and maintaining positive relationships. Unprofessional emails can make you appear unreliable, indifferent, or even rude — and that is not the image you want to project to those you collaborate with or to whom you are trying to sell your art.

The key to writing professional emails is taking the time to communicate your message as clearly and precisely as possible. In addition, the following steps will help you craft more effective emails:

1. Craft a Strong Subject Line

Your subject line should stand out and capture the recipient’s attention while remaining professional, polite, and appropriate to the situation. You don’t need a flashy headline to get someone to open your email — honesty about your purpose is far more effective.

2. Use a Friendly but Professional Greeting

In most cases, you can use a friendly greeting such as “Hello”, “Hi”, or “Good morning.” However, always consider your audience. If the situation requires a more formal tone, opt for greetings like “Dear Mr./Ms.” or “Dear [Last Name].”

3. Keep It Short and to the Point

If you want your email to be read thoroughly rather than skimmed, keep it concise. Focus on one or two main topics and cut unnecessary details. Most emails should be no longer than five short paragraphs, with one to three sentences each. The more concise, the better — it makes reading and responding much easier for your recipient.

4. Watch Your Tone

Because body language and vocal inflection are absent in emails, your tone can easily be misinterpreted as demanding or rude. Be mindful of your wording and sentence structure. Avoid curt or clipped sentences and questions that may come across as interrogative. Use courteous phrases such as “Please” and “Thank you” generously. Steer clear of rudeness or passive-aggressive remarks — most issues can be resolved with polite questions and constructive dialogue.

5. Use an Appropriate Sign-Off

Close your email in a way that leaves a positive impression. In some cases, ending with “Thank you” is appropriate, but if not, choose a professional yet approachable sign-off such as “Best regards”, “Sincerely”, or “Warmest regards.”

6. Do Not Use Emoticons

While smiley faces or other emoticons may be fine in personal emails, they are not suitable for professional correspondence. Avoid using them when emailing gallery owners, clients, instructors, students, or any other professional contacts.

7. Double-Check Spelling and Grammar

Errors in spelling and grammar can undermine your credibility, no matter how strong your message is. Always proofread your email before sending, and for important communications, consider asking someone else to review it for you.

8. Ensure Attachments Are Actually Attached

We have all clicked “Send” and then realized we forgot to attach the promised document or image. While this mistake is common, it is much more professional (and less frustrating for your recipient) to avoid it. Take a moment before sending to confirm that all necessary attachments are included.

This guide serves as a practical toolkit for crafting clear, polite, and professional emails in the art world, helping you strengthen your communication and foster more positive professional relationships.