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Email Etiquette

What are the etiquette rules?

There are many etiquette guides and many different etiquette rules. Some rules will differ according to the nature of your business and the corporate culture. Below we list what we consider as the 31 most important email etiquette rules that apply to nearly all companies.

  1. Use a clear and concise subject line that reflects the content of your email.
  2. Address recipients appropriately, using their preferred name or title.
  3. Begin with a courteous greeting, such as “Dear,” followed by the recipient’s name.
  4. Keep your emails focused and to the point, avoiding unnecessary rambling.
  5. Use a professional and respectful tone throughout your email.
  6. Proofread your emails for grammar, spelling, and punctuation errors before sending.
  7. Respond promptly to emails, aiming to reply within 24-48 hours.
  8. Avoid using excessive capitalization, as it may come across as shouting or aggressive.
  9. Be mindful of the email’s tone and ensure it matches the intended message.
  10. Use appropriate language, refraining from slang, jargon, or offensive terms.
  11. Keep email signatures concise and include only relevant contact information.
  12. Use a professional and easily readable font size and style.
  13. Avoid using excessive formatting, bolding, or italics, which can distract from the message.
  14. Use a professional and appropriate email address that reflects your identity or organization.
  15. Respect others’ privacy and confidentiality by refraining from forwarding emails without permission.
  16. Be cautious with email attachments, ensuring they are necessary and virus-free.
  17. Use BCC (Blind Carbon Copy) when emailing a large group to protect recipients’ privacy.
  18. Be mindful of cultural differences and potential language barriers in international communications.
  19. Avoid using email as a platform for heated or sensitive discussions; opt for face-to-face or phone conversations instead.
  20. Be considerate of others’ time and avoid unnecessarily long email threads.
  21. Use professional language and tone when addressing conflicts or providing constructive feedback.
  22. Avoid using email as a means for spreading rumors or engaging in gossip.
  23. Do not use email to request urgent responses; use alternative communication methods instead.
  24. Be mindful of the file size when attaching documents to avoid overwhelming recipients’ inboxes.
  25. Keep personal or non-work-related conversations to a minimum in professional emails.
  26. Avoid using text shortcuts or excessive abbreviations that may be unclear to recipients.
  27. When replying, include relevant parts of the original email for context.
  28. Use a polite and professional closing, such as “Sincerely” or “Best regards,” followed by your name.
  29. Double-check the recipient’s email address to ensure it is accurate before sending.
  30. Be mindful of company policies and guidelines regarding email usage and adhere to them accordingly.