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Email Etiquette

Yes, You read it correctly.

Email writing is a serious job. There set of rules and tips to follow in business emails. No matter how busy you're.....

Email etiquette means the principles that guide our behavior when sending and receiving emails. This code of conduct includes guidelines regarding appropriate language, spelling, grammar, and manners. The proper etiquette depends on whom you are emailing.

Here those are listed as :

Subject Line is equally important as the Mail

Never sand an email with a blank subject line. Write a clear, concise subject line that reflects the body of the email. Avoid subject lines with general words like, “Hi,” “Touching Base,” or “FYI,” and do not leave the subject line blank.

Do Use a Proper Salutation

Avoid writing “Hi” and “Hey” . One can start with “Good morning,” “Good afternoon,” “Good evening,” or “Hello.” “Good day” or “Greetings”.

Introduce Yourself

This is especially important when introducing yourself to new contacts, potential customers, clients, and employers who want to know how you received their contact information. Make sure it's not more than 3-4 lines.

Do Know The Culture

When sending emails to people from indirect cultures, it is proper protocol and a best practice to research country customs. For example, in Japan, it is polite, appropriate, and customary to inquire about the weather in the first sentence of a business email. In contrast, it would be inappropriate to send an email introducing yourself to a potential Japanese contact. In indirect cultures, introductions are only made by mutually respected third parties due to custom; cold emails are ignored, deleted, blocked, and/or marked as junk.

Don’t Include Humor and Sarcasm

Avoid both humor and sarcasm in emails as the recipient may be confused, or worse, offended.

Do Double-Check Your Attachments

Check, check and recheck, will work for the attachments.

Don’t Hit “Reply All”

Avoid using “Reply All” unless everyone needs to know. Send mail to admin or HOD or the respective administrative leader.

Do Reply Expediently

Replying within 24 hours is common courtesy. Leave someone hanging for any longer and you are not only perceived as rude—it could cost you business in the long run. Don't forget to apologize, if someone is waiting for your answer, for more than 24 hours.

Don’t Use Emojis

Email is not a text message, not a WA message. Those little emoticons are inappropriate and unprofessional in a business email. Emoticons may divert emails to a spam filter or junk mailbox, and it can look immature and unprofessional.

Do Protect Privacy

Email is public. Even though an email is deleted, online services and software programs can access messages on the hard drive. Before you click “send,” consider what may happen if a business colleague, your competitor, an employer, the FBI, or any unintended recipient reads your email. Think of it this way: How would my email look if it were posted on Facebook?

Don’t Be Negative

It’s inappropriate to email negative comments. An email in all uppercase letters connotes anger in an email. These antagonistic messages cause awkwardness long after the email has been sent and received. If you must relay bad news via email, use objective words and state the facts. Face-to-face communication is best when relaying bad news.

Read is before sending

Check and recheck for spelling and grammatical errors. These errors make you seem unprofessional and will reduce the likelihood that the email will be taken seriously. The email software comes with many professional tools such as spell check—use them.

Don’t Forget to add Conversation Closer

Close with “No reply necessary,” “Thank you again,” “See you at the board meeting Tuesday” or “Please let me know if I may be of further assistance.” End your email with a closing such as “Best,” “Best Regards,” “Sincerely,” “Thank you” or another appropriate phrase.

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