Email Etiquette

THE NEXT GENERATION: My teenage daughter asked: “Would it be passive/agressive to anonymously send someone the Email Etiquette class book?” I told her that would be bad form.  But for someone her age to notice a problem is just indicative of the need for all of us to up our email game!  

Where is your level of email etiquette?

Email is a powerful tool in the workplace, but only when used properly. It can help you solve problems, share important information, and convince others to act. However, careless email use can lead to confusion, wasted time, and even hurt your relationships with colleagues.

What Is Email Etiquette?

When people hear the word “etiquette,” they often think of dining manners—like which fork to use with which course. But email etiquette isn’t about table settings; it’s about using the right communication approach to ensure clarity, professionalism, and respect. Simply put, it’s about writing emails in a way that gets your message across without causing unnecessary problems.

Why do you write an email?

How to Write Emails That Get Results (Without Causing Problems)

1. Solve a problem.
2. Provide information.
3. Persuade others to act.

Let’s break down some best practices for writing effective emails.

Be Mindful of Tone

Writing an email can be tricky because it lacks the nuances of face-to-face communication. You can’t rely on tone of voice, facial expressions, or gestures to convey your meaning. This means that humor, sarcasm, and casual remarks can be easily misinterpreted. What seems funny or friendly to you might come across as rude or confusing to someone else.

To avoid misunderstandings, keep your tone professional but friendly. Avoid using jokes or sarcasm unless you’re absolutely sure the recipient will understand your intent. If you’re dealing with a sensitive or emotional topic, it’s often best to pick up the phone instead of relying on email.

Keep It Short and Clear

Nobody likes reading long, rambling emails. Get to the point quickly and make your message easy to understand. Use short paragraphs to break up the text and make it easier to read. If you have a lot of information to share, consider using bullet points to organize it. You can also highlight key points in bold to draw attention to them. If your email is getting too long, think about whether a phone call or meeting would be more effective.

Use Proper Formatting And Punctuation

Proper formatting makes your emails easier to read and understand. To make sure your emails are easy on the eyes, follow these simple rules.

First, AVOID WRITING IN ALL CAPS. It can come across as shouting and make your email seem aggressive. Second, use punctuation correctly. A misplaced comma or period can completely change the meaning of a sentence. Third, choose a professional font for your emails. Avoid using playful fonts like Comic Sans, as they can make your emails look unprofessional. Finally, use spacing between paragraphs to make your email visually appealing and easier to read.

Watch Your Language (and Spelling!)

Reading an email filled with typos and poor grammar can leave a bad impression. They make the writer seem careless or unprofessional. Before you hit “send,” take a few extra seconds to proofread your message.

A few common mistakes to avoid include mixing up “your” and “you’re” (for example, “Proofread you’re work” should be “Proofread your work”). Also, be careful with homophones, like “their,” “there,” and “they’re.” Don’t rely too much on spell check, as it won’t catch every mistake. If possible, read your email out loud before sending it. This can help you catch awkward phrasing or missing words.

Proofread you’re werk to bee sure u havnty mad any mistakes. (Yes, that was intentional.)

If possible, read your email out loud before sending. This can help you catch awkward phrasing or missing words.

Be Thoughtful with “Reply All,” CC, and BCC

Misusing email recipients can be a major annoyance (or even a privacy issue). Here’s how to handle them properly:

• Reply All: Only use this when everyone in the thread truly needs to see your response. Otherwise, you’re just clogging inboxes.
• CC (Carbon Copy): Use sparingly. Don’t copy people unnecessarily, and avoid passive-aggressive CCing just to loop someone in.
• BCC (Blind Carbon Copy): Useful for large groups when you want to protect recipients’ email addresses from being visible to everyone.

Always Include a Clear Subject Line

A vague subject line like “Hey” or “Quick Question” doesn’t give the recipient any useful information. Instead, make your subject line specific, such as:

• “Meeting Rescheduled: New Date and Time”
• “Action Required: Submit Report by Friday”
• “Project Update: Completed Phase 1”

Sign Off Professionally

The way an email ends matters. A professional closing, such as “Best regards” or “Sincerely,” is better than a casual sign-off. When appropriate, a phrase like “Looking forward to your response” can also be used. The signature should include the sender’s full name and any necessary contact details.

Seriously – Proofread!

Before hitting “send,” take a moment to double-check everything. Make sure the right recipient’s name and email address are correct. Then, review the content to make sure it’s clear and the tone is appropriate. Finally, check for any attachments mentioned. Everyone has sent an email saying “attached” with no attachment!

Email can be a fantastic tool for communication—when used correctly. By following these etiquette tips, you’ll come across as professional, courteous, and efficient. Whether you’re sending a quick note to a colleague or crafting an important message to a client, taking the time to write thoughtfully will help you get better results and avoid unnecessary misunderstandings.

So next time you write an email, remember: a little attention to etiquette can make a big difference!

For further reference, check out these email etiquette tips from Business Insider >>

For more writing tips check out our Business Writing curriculum.  See our public class list for our upcoming seminars. If you’re looking for ways to improve your or your organization’s communication skills, look into one (or more) of the training services provided by Improving Communications. 

Other Resources:

8 Tips for Writing an Effective Email

This is the Worst Reply Allpocalypse We’ve Ever Seen!

10 Writing Mistakes that Make Your Emails Ineffective

Image by Muhammad Ribkhan from Pixabay