9 January 2024

25 Email Etiquette Tips

By Ronald Smith

Today, I wanted to talk to you about something really important – email etiquette. Yep, that’s right! We’re going to dive into the dos and don’ts of email communication. So, grab a seat and let’s get started!

1. Be clear and concise: When writing an email, make sure your message is easy to understand and gets to the point. Nobody wants to read a novel!

2. Use proper grammar and spelling: Take the time to double-check your email for any typos or mistakes. It shows that you care and are professional.

3. Be mindful of your tone: Remember that written words can be interpreted differently, so be polite and avoid using all caps or excessive exclamation marks.

4. Use a professional email address: It’s best to use an email address that includes your name instead of something like cutiepie123. Let’s keep it professional!

5. Include a clear subject line: A subject line helps the recipient understand what the email is about. It’s like a sneak peek of what’s inside!

6. Use a salutation: It’s always nice to start your email with a friendly greeting. Hey or Hello works great!

7. Address the recipient by name: Using the recipient’s name shows that you are taking the time to personalize your email and not sending a generic message to everyone.

8. Use paragraphs: Break up your email into paragraphs to make it easier to read and follow along. Nobody likes a big block of text!

9. Don’t overload with attachments: If you need to send multiple attachments, consider using a file-sharing service instead of clogging up the recipient’s inbox.

10. Keep your signature simple: A short and sweet email signature with your name, contact information, and maybe a professional quote is all you need.

11. Avoid using too many emojis: While emojis can add a bit of personality to your email, using too many can come off as unprofessional. Use them sparingly.

12. Reply in a timely manner: Try to respond to emails as soon as possible. It shows that you value the sender’s time and are attentive.

13. Proofread before hitting send: Take a few moments to read through your email before sending it off. This helps catch any errors or misunderstandings.

14. Avoid using jargon or abbreviations: Not everyone might understand technical terms or acronyms, so it’s best to explain them or avoid using them altogether.

15. Don’t use email for sensitive information: If you need to discuss confidential or sensitive matters, it’s better to have a face-to-face conversation or use a secure messaging platform.

16. Be mindful of your attachments’ size: Sending large files can slow down the recipient’s inbox. Consider compressing or resizing the attachments if necessary.

17. Be respectful: Treat others with respect and be considerate of their time. Avoid sending unnecessary or overly lengthy emails.

18. Use BCC for mass emails: If you’re emailing a large group of people, use the BCC (blind carbon copy) field to protect everyone’s privacy.

19. Avoid using excessive exclamation marks: One exclamation mark is enthusiastic enough. Using too many can make your email appear unprofessional or even insincere!!!

20. Be mindful of your font and formatting: Stick to a simple and easy-to-read font. Avoid using too many colors or font styles that might distract the recipient.

21. Double-check the recipients: Before hitting send, make sure you have selected the correct recipients. We don’t want any embarrassing situations!

22. Keep personal matters separate: It’s best to keep personal conversations separate from work-related emails. This helps maintain professionalism.

23. Don’t forward without consent: Before forwarding someone else’s email, ask for their permission. It’s respectful and helps protect their privacy.

24. Use email signatures only once: When replying to an email chain, you don’t need to include your signature in every response. Once is enough.

25. Say Thank you: Always express appreciation when someone helps you or provides information. A simple thank you goes a long way in building positive relationships.

There you have it – 25 email etiquette tips to help you navigate the digital communication world like a pro! By following these guidelines, you’ll be sure to make a positive impression and maintain strong professional relationships. Happy emailing!

25 Email Etiquette Tips

You know how you send a bunch of emails every day? Well, have you ever wondered if your emails are actually getting through to people? Maybe some of them are even making people mad. It’s possible that you’re not following some important rules of business email etiquette.

I work on a team that deals with emails all the time. We get a ton of them and we send out just as many. We’ve seen some really good ones, some really bad ones, and some that are just plain ugly. So, we’ve put together a list of email etiquette guidelines that every business person should follow to make sure their email communications are top-notch.

Here are 25 email etiquette guidelines that you might find useful for your own small business.

Let’s start with the way you greet and say goodbye in your emails. We asked a bunch of people how they prefer to be greeted in a business email, and here’s what they said:

– Most people like to be greeted with Good morning or Good afternoon (48%)

– Some people are okay with just a simple Hello (21%)

– And a few people still prefer the classic Dear (20%)

Now, when it comes to ending your emails, here are some expressions that our survey respondents said they like:

– The majority of people prefer Kind regards (69%)

  • Thanks or thanks again (46%)
  • Regards (31%)
  • Thanks in advance (21%)
  • Best wishes (20%)

So, let’s talk about how to end business emails right. According to a study, using thanks or thanks again is the most popular and appreciated way to close your email. It shows gratitude and leaves a positive impression.

Don’t leave people hanging

When you receive a message that you can’t respond to immediately, it’s important to let the sender know that you got their message and will get back to them. Give them a specific date and time when they can expect to hear from you, and make sure to stick to it. This shows respect and keeps the communication flowing.

When you’re going on vacation or will be out of the office for more than a day or two, make sure to set up an out-of-office reply or away message. This way, people will receive a quick acknowledgement of their email and know when you’ll be back. It’s also helpful to provide an alternative contact for urgent matters, so they can reach someone in your company if needed.

Avoid Using Acronyms and Jargon

Before using short forms and specialized terms in your emails, think about who will be reading them. If you’re writing to people from different industries, it’s better to provide more explanation than you would with your colleagues. Using too many acronyms and jargon can confuse and exclude people from understanding the conversation.

Use ‘Reply All’ Sparingly

25 Email Etiquette Tips

When you receive emails with multiple recipients, you might feel tempted to reply to everyone. But this can waste a lot of time for the people who don’t need to see your message. It can also be embarrassing if you accidentally share sensitive company information with a client who was copied on the email. So it’s important to be careful and only use the reply all option when it’s absolutely necessary.

Try the Undo Send Feature

Some email services, like Gmail, have a handy feature that allows you to cancel sending an email within 30 seconds. If you realize you made a mistake, like forgetting to check for errors or attaching a file, you can quickly undo sending the email before it reaches the recipients and make any necessary changes.

Take a 24-Hour Break Before Sending Emotional Messages

If you ever find yourself in a situation where you want to send an angry or emotional email, take a moment to think before you hit send. It’s important to craft your message carefully. Instead of sending it right away, step away for a day to clear your head. Work-related emails should always be free of negative emotions. It can really hurt others to receive an email filled with strong emotions.

Avoid Using All Caps

Try not to go overboard with the CAPS LOCK key. According to a survey, 67% of people don’t like it when words are written in all capital letters. Instead, use sentence case, where only the first letter of the sentence is capitalized. Capital letters can be used to add emphasis, but they can also make it seem like you’re yelling. If you want to highlight something, consider using italics or a different color instead.

Keep it Short

Did you know that almost a third of people say they can’t handle reading long emails? Can you believe it? I sure was surprised when I heard that! But hey, think about it – do you really want to lose almost a third of your readers just because your message is too long? I sure wouldn’t!

So, I’ve got a little tip for you. If you want to respect the time of your team and business associates, here’s what you can do: use short paragraphs and formatting tricks like bullet points to make your emails easy to skim. Trust me, it’ll make a big difference!

But what if an email just won’t cut it? Well, there’s always an alternative. You could try hopping on a video call, meeting face-to-face, or giving them a good old phone call. Sometimes, a personal touch is just what you need!

Or, if you really need to stick to writing, here’s an idea: create a separate report in an attachment or a shared cloud document. That way, you can keep things organized and easy to find!

25 Email Etiquette Tips

A Subject Line That’s Clear is a Must

Subject lines should accurately show what the email is about. It’s polite to have a subject line that lets the receiver know what to expect before opening the email. It might even decide whether they open it or not.

Don’t Share Private Information

Emails are too easy to forward, share, or accidentally send to the wrong person. Most emails aren’t the right way to share private or secret details.

Be Cautious with Humor

You might want to add some fun or humor to your emails, but it’s hard to understand jokes or tone in written messages. Only use jokes if you have a good relationship with the person getting the email.

Use Emoji and Emoticons Sparingly

When it comes to using emoji, smileys, and emoticons, it’s best to save them for conversations with friends and close co-workers. Customers and potential clients might see them as unprofessional.

Take Your Time with Reminders

It’s important to give the person you’re contacting a day or two to respond, depending on the nature of your inquiry. They may be away from their office or busy in meetings throughout the day. Sending a reminder too quickly can make them feel like they’re being scolded.

Before sending any reminders, it’s also a good idea to check your junk or spam folder. Put yourself in the recipient’s shoes. Have you ever had someone complain that they didn’t receive one of your messages, only for you to realize it was in your spam folder? It can be frustrating, wondering why they didn’t check there in the first place.

25 Email Etiquette Tips

Be Careful with BCC

BCC, which stands for blind carbon copy, is a way to hide someone’s name, title, or email address from others on the recipient list. It’s a polite way to inform people in your organization without putting their information at risk. However, using BCC to deceive or go behind a coworker’s back is not good etiquette. Imagine if your coworker found out that their boss was blind copied on an email without their knowledge. If that could upset them, then it’s best to avoid using BCC in such situations.

Add a Personal Message When Forwarding

When you need to forward an email to a coworker, it’s important to include a personal introduction at the top before sending it. Don’t assume that your associates will understand the email thread without any context. It’s also helpful to change the subject line of the email to make it more clear and meaningful.

Save the Email Address for Last

When writing a new email, it’s best to start with the subject and the content first. This way, you won’t accidentally send it out before it’s ready. Nobody wants to waste their time receiving an incomplete message and being told to ignore it.

Make Your Message Clear

What do you want the person you are emailing to do? If you just want to inform them about something, say so. But if you need a reply, a decision, or anything else, be very clear about it. It’s surprising how many emails don’t clearly state what the recipient needs to do (or not do).

Include Your Contact Information

Did you know that nearly a quarter of email users think it’s impolite not to have an email signature block? Having a professional email signature that includes important details not only makes you appear more professional, but it also makes it simpler for the person you’re reaching out to.

Make sure to include relevant information, such as your phone number, company website, and social media handles. This way, if they have any additional questions, they can easily get in touch with you. If your email requires someone to call you or contact you in a different way, be sure to include those instructions in the body of the email as well.

25 Email Etiquette Tips

Stick with Black and White

When it comes to sending emails, some people like to get creative with different colors, fonts, and designs. But guess what? That’s not always a good idea. Believe it or not, what you think looks cool might not be everyone’s cup of tea.

So here’s my advice: stick to black and white. They are the easiest colors to read and understand. And don’t forget to use basic fonts, like good ol’ Times New Roman. This way, you’ll come across as professional whether you’re emailing your coworkers or business partners.

Don’t Overdo It with Exclamation Points

Hey, I get it! Exclamation points are fun and they show enthusiasm. But here’s the thing: too many exclamation points can be a turn-off in professional emails. Would you believe that 16% of people actually think they’re unacceptable? And nearly half of them can only tolerate one per email.

When writing an email, it’s important to consider the tone you’re using. For instance, if you’re announcing exciting new products or services, you can be more enthusiastic than when addressing an employee communication issue. At the end, take a moment to review your email and make sure it’s not overflowing with too much excitement.

Double Check

It would be a shame to spend time crafting a great email message, only to find it riddled with spelling and grammar mistakes. Take a minute to proofread and use the spell check before hitting send, so you can catch any potential errors. Look for both spelling mistakes and grammar issues.

Additionally, put yourself in the shoes of your recipient as you read through your message. Consider the tone to ensure it won’t be misinterpreted.

First, double-check that you spelled the person’s name correctly in your email. It’s important to be extra careful in this situation. Also, be sure to choose the right email address – it can be embarrassing to send the email to the wrong person.

Know When to Be Formal

When emailing someone for the first time, it’s best to use a more formal tone. It’s better to err on the side of being more respectful and professional when communicating with clients and superiors. Being formal shows respect and reduces the chances of misunderstandings.

Once you get to know someone better, you can be less formal. For example, you might start using their first name or a nickname instead of their full name. You could also use shorter greetings or sign-offs when communicating with people you talk to regularly.

Don’t Forget to Attach

Hey, we all make mistakes, right? Sometimes we say we attached something and then completely forget to actually attach it. Not only does this make us look forgetful, but it also puts the burden on the recipient to remind us. So, before hitting that send button, let’s double-check!

Oh, and if you’re sending multiple attachments, it’s a good idea to give them clear names. This way, the recipient won’t have to open each attachment to figure out what it is. Plus, it helps them avoid opening any suspicious files that might have viruses or malware. If possible, go for PDFs instead of files that require special programs. That way, they won’t have to download anything extra just to see what you’ve sent.

Think about Different Cultures and Languages

Have you ever emailed someone from a different culture or background? It can be a bit tricky sometimes. That’s why it’s important to consider their perspectives when crafting your responses. We don’t want to offend or confuse anyone, right?

Let’s talk about how to write effective and clear emails. I want to give you some tips that will help you communicate better with your colleagues and avoid any misunderstandings.

Start a New Email Chain for New Subjects

When I’m emailing someone regularly, it’s tempting to use the same email thread for every topic. But this can make things messy and confusing. That’s why it’s better to start a new email chain for each new subject or discussion.

Along the same lines, try to avoid forwarding messages unless it’s absolutely necessary. And when you’re replying, there’s no need to hit reply all if you’re only talking to one or two people in the group.

What should you do and not do in a business email?

  • Do keep your business emails professional and to the point.

How to Write Effective Emails

When it comes to composing emails, it’s important to keep a few things in mind. By following these guidelines, you can ensure that your emails are concise, respectful, and effective.

  • Respect people’s time. Keep your emails focused and to the point. Avoid unnecessary details or rambling.
  • Stick to the subject matter. Be clear about the purpose of your email and stay on topic. This helps avoid confusion and saves time for everyone involved.
  • Avoid overusing emojis or exclamation points. While they can add personality to your message, using them excessively can seem unprofessional.
  • Be mindful of your language. Avoid using slang, especially when communicating with clients or business associates you don’t know well. Opt for a more formal tone.
  • Choose your words carefully. Emotional language can be misinterpreted or come across as unprofessional. Stick to neutral and objective terms.
  • Be cautious with humor and tone. Sarcasm might not translate well in written form, and jokes can easily be misunderstood. It’s important to avoid inadvertently offending anyone with your email.

The Benefits of Email Etiquette

  • Professionalism: By following email etiquette, you convey professionalism and respect for others’ time and attention.
  • Improved company image: Well-crafted emails contribute to a positive company image and can leave a lasting impression on clients and colleagues.
  • Better response to sales messages: When your emails are clear, concise, and respectful, they are more likely to generate a positive response from recipients, especially when it comes to sales.
  • Organizational efficiency and time savings: Effective email writing helps streamline communication and saves time for both you and the recipients.
  • Lower workplace liability: By avoiding improper tone, misinterpretation, or offensive language, you reduce the risk of workplace conflicts and potential legal issues.

When it comes to sending work emails, it’s important to keep things professional. Here are some dos and don’ts to keep in mind:

  • Do use a respectful tone and language.
  • Do keep your emails concise and to the point.
  • Do stay on topic and avoid going off on tangents.
  • Don’t use emojis or exclamation points excessively.
  • Don’t use slang, especially when communicating with clients or people you don’t know well.
  • Don’t use emotional or inflammatory language.
  • Don’t use sarcasm, offensive humor, or unclear tone that may be misunderstood.

Remember, it’s important to respect people’s time and communicate in a way that is clear and professional. Following these etiquette tips will help ensure successful and effective business correspondence.

For more tips on email etiquette, keep reading: