10 Email Etiquette Rules Every Professional Must Know
Whether you're a recent college graduate or a mid-level executive, learning proper email etiquette is more than just learning how to write properly. Email etiquette in the workplace is also about building trust, ensuring messages are clear, and fostering respect in digital communication. According to Statista (2023), over 347.3 billion emails are sent and received every day. Hence, the way you write can affect how people see you. Here are 10 crucial email etiquette rules that all professionals should follow, along with some email etiquette examples to help you.
1. Use a Business Email Address It's your email address that people see first. Avoid using old email addresses or nicknames, such as
[email protected]. Always use a business ID, preferably one that is linked to your company or your full name. For instance,
[email protected] seems much more trustworthy than
[email protected].
2. Always Use a Subject Line That Is Clear and Direct. Subject lines help busy professionals decide if they want to start an email. Remember to keep it short and clear. For example: “Project Update: Q3 Marketing Plan – Action Needed by June 10” A subject line like "Important Info" might not be seen or seem like spam.
3. Begin with a Proper Hello Do not go straight to the text. Start by addressing the person politely and writing their name. For example, you could say Dear Ms. Iyer, or Hi John, depending on the formality of the context. In this small way, you show that you are nice and respectful.
4. Keep It Short and Organized McKinsey says that people spend 28% of their time on email. People skip or don't read emails that are too long. To make things clear, use short paragraphs, bullet points, and big titles.
Tip: If reading your message takes more than five minutes, consider setting up a meeting instead.
5. Always Keep a Professional Tone. It's easy to get humor, sarcasm, or too casual words wrong when you write it down. When you're having a tough talk, keep your tone polite and neutral. Do not say, "I told you so..." Try saying, "As we've already talked about, here's the clarification..."
6. Pay Attention to Formatting Use a font that is easy to read, like Arial, Calibri, or Times New Roman. Keep the letter sizes consistent, and avoid using bright colors and emoticons. If you want to send a professional email, make sure it is clear and easy to read.
7. Make Sure the Spelling, Grammar, and Names Are Correct. Typos and misspelling names show carelessness. Before you click "Send," you should always check for mistakes. Grammarly and other tools can be helpful, but a human review is still necessary, especially for tone and style.
Know what I mean? A study by CareerBuilder found that 77% of hiring managers discard applications with spelling or grammatical mistakes.
8. Use both CC and BCC Please only copy those who need to be kept informed. Sending emails to a lot of people? Use bcc to keep their information safe. When used incorrectly, CC can make email inboxes look cluttered and sloppy.
9. Make It Clear What You Want People to Do. After reading your email, what do you want the person to do? Whether you want to confirm a meeting, provide feedback, or complete a task, be clear about what you need. "Could you kindly send me the updated report by the end of the day?"
10. End Your Paper with a Formal Ending Add a polite ending and a proper email signature to finish. Include your full name, job title, and how to reach you. Here are some examples of endings: Best regards, Sincerely, Thanks, and regards If the relationship doesn't allow it, don't end with "Cheers" or something similar.
Why These Email Etiquette Rules Are Important? Email misunderstandings are one of the main reasons for disagreements and lost work time. Another study by the Society for Human Resource Management (SHRM) found that companies lose an average of $62.4 million per year due to poor communication (SHRM, 2022). Still, most professionals never get official training on email writing skills properly. They rely on guessing and observation instead, which leads to inconsistent and sometimes expensive results. By learning email etiquette tips and mastering how to write emails correctly, you not only avoid misunderstandings but also show that you are a careful communicator, which is a skill that is highly valued in any field.
Structured Learning Can Help Close the Gap. Working in a digital-first world means that you need to be able to write great emails. Email is the standard way for people in all fields to communicate, so taking a structured course in email writing can help fill in gaps that many people don't even know exist. Email Etiquette Training on Coursera is an example of a structured email writing course that utilizes real-life examples and tasks to help students develop good habits.
Lastly To be successful in today's global, asynchronous, and remote jobs, it's more important than ever to send clear, polite letters. In addition to being a good worker, these email etiquette rules will help you stand out as a professional who can communicate easily and effectively.
