2. BASIC EMAIL ETIQUETTES
What is email etiquette?
• Email etiquette is a set of principles to write
or answer emails in a socially or
professionally acceptable manner. It includes
language, structure, grammar, and tone.
5. BASIC EMAIL ETIQUETTES
WHY IS EMAIL ETIQUETTE IMPORTANT?
• Email etiquette helps communicate better and create a better
relationship with the recipient. Speaking in person versus
communicating over email is entirely different. One phrase in
the wrong context could hurt your communications or brand.
• It also helps achieve the following:
6. BASIC EMAIL ETIQUETTES
Professionalism: Using proper email language, you
and your organization will convey a professional
image.
Efficiency: It helps you improve your communication
skills. Emails which get to the point are much more
effective than badly conveyed emails.
Clarity of expression: Use appropriate tone to avoid
being misunderstood or misinterpreted.
Protection from liability: Awareness of email stakes
will protect you and your organization from costly
lawsuits.
7. BASIC EMAIL ETIQUETTES
14 EMAIL ETIQUETTE RULES TO
FOLLOW:
1. Use a professional email address
• Create and use a formal email address that people can
remember. Your email address can be your first name or a
combination of your first and last name. You can also use
one or two numbers in your email address. Don't use weird
names and symbols in your email address.
• Do’s
johnkeeps@gmail.com
• Don'ts
imacreator@gmail.com
8. BASIC EMAIL ETIQUETTES
2. Write clear subject lines
• People use subject lines to determine whether or not to
open an email. Subject lines should give context to the
email copy and shouldn't trick users into clicking them.
• Considering email etiquette, use short and clear subject
lines. Tell people what they can expect from the email, and
never send an email without a subject line.
• Do’s
Meeting at 11 AM tomorrow.
• Don'ts
Don’t leave subject empty.
9. BASIC EMAIL ETIQUETTES
3. Maintain a professional tone
• More important than what you say is how you say it. To follow
email etiquette, keep your tone friendly and polite when writing
emails.
• Do’s
Provide information that's factual rather than emotional.
• Don'ts
Never write an email in ALL CAPS since it reads as shouting
and comes out as harsh.
Avoid negative words, humor, and sarcasm in emails.
10. BASIC EMAIL ETIQUETTES
4. Keep the copy clear and concise
• When writing the copy of your email, it's best to
start with the core message first and then explain
the context of why you are sending the email. Avoid
writing long emails with too many paragraphs.
Instead, you can use bullets to keep it concise and
legible.
11. BASIC EMAIL ETIQUETTES
5. Mark recipients in the appropriate tags
• The people who must take any necessary action relating to the
email must be mentioned in the 'To' field.
• For example, you can put your assistant in the 'To' section when
sending an email to ask her to change your schedule.
• People you don't wish to take action with but who should be
aware of the changes can be included in the CC (carbon
copy) field.
• The BCC (blind carbon copy) field is where you add recipients
whose identities must remain hidden. The people who are added
to the BCC cannot be seen by the other email recipients.
13. BASIC EMAIL ETIQUETTES
6. Read the copy twice before sending
• It is one of the most overlooked email etiquette rules.
Sending email copies with grammar or spelling
errors can hurt your reputation.
• Read your email copy and subject line at least twice
before clicking on the 'Send' button.
• Check for grammar, typos, context errors, and
formatting errors.
14. BASIC EMAIL ETIQUETTES
7. Be mindful with 'Reply all'
We are all aware of how many emails we receive
each day. Using the 'Reply all' only when essential
can help avoid sending unnecessary emails to people.
Use 'Reply all' only when all people should be aware of
the message.
8. Don't share controversial topics
If you get an email with offensive language (racist,
sexist, etc.), don't forward it to others because doing so
could harm your reputation.
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9. Email signature etiquette
• An email signature is the most overlooked part of an email.
Adding a professional email signature can help your
audience know about you and your business.
• Do’s
Add full name and contact details.
Insert photo, company website, and address. [Optional]
Add social media links. [Optional]
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10. Avoid excessive abbreviations
• Refrain from using abbreviations in business emails as it is
considered poor email etiquette. Working professionals don't
have much time to read and respond to emails. So write
direct words instead of using abbreviations that you only
know.
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11. Always introduce first
• Your recipient will not know you unless you introduce
yourself. Mention who you are, what you do, and why you
are reaching out.
• Make your intro short.
• Mention about your company.
• State your motive.
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12. Shorten or hyperlink the URL
• Adding a complete URL to the email content will look messy
and affect readability. Instead, shorten your URLs or use
hyperlinks to make your emails look clean and easy to read.
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13. Check your attachments
• Missing email attachments and inserting large files affect
email etiquette and contribute to a bad user experience.
• Check your emails for file attachments before sending them.
• Upload large files to the cloud and insert the URL of the files.
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14. Check your formatting
• Accessibility is crucial to ensure email etiquette. Make sure
your email format is accessible to all users and email clients.
• Use standard fonts and proper sizing.
• Choose black color over others.
• Test your emails for responsiveness.
• Don't overuse bold and italic properties.
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Summary
1. Use a professional email address
2. Write clear subject lines
3. Maintain a professional tone
4. Keep the copy clear and concise
5. Mark recipients in the appropriate tags
6. Read the copy twice before sending
7. Be mindful with 'Reply all'
8. Don't share controversial topics
9. Email signature etiquette
10. Avoid excessive abbreviation
22. BASIC EMAIL ETIQUETTES
Summary
11. Always introduce first
12. Shorten or hyperlink the URL
14. Check your formatting
13. Check your attachments
