business email etiquette

1. E-MAIL ETIQUETTE

2. Introduction
• Email has become a vital mode of communication in the business world and
knowing proper email etiquette can help you establish and maintain a
professional image. In this guideline, we will outline the best practices for
business email etiquette.
• While mastering the art of good email etiquette doesn't mean sending out
beautifully crafted prose each time -- that would take forever -- if you can
avoid these bad habits, you'll be off to a great start.

3. Is Email the Best forThis Response?
• Don't use email as your only communication tool. Not all messages are
email appropriate, and there will be times when a short telephone call or a
brief office visit can be a more effective way to convey a message.
• Meeting or talking over the phone can introduce a human element into
interactions, and that can make all the difference when you're trying to
explain something, or you want to persuade someone to take an action.

4. Use a clear and concise subject line
• A clear and concise subject line can help the recipient understand the email's
purpose and prioritize it accordingly.
• A clear and concise subject line should accurately describe the email's content and
purpose. Here are some examples of good subject lines:
• Meeting request for March 5th
• Project update - Q1 2023
• Invoice #1234 - Payment due date reminder
• Dissemination of procedure P12

5. Use a professional greeting
• Start the email with a professional greeting, such as "Dear [Name]," or "Hello
[Name],". Avoid using casual or slang language, such as "Hey" or "Yo."
• Start the email with a professional greeting that suits the recipient's relationship
with you. Here are some examples:
• Dear Mr./Ms. Last Name, (formal)
• Hello First Name, (informal)
• HiTeam, (group email)

6. Use a professional email address
• Make sure to use a professional email address that includes your name or your
business name. Avoid using personal email addresses that contain nicknames or
unprofessional words.
• Your email address should be professional and easy to identify. Avoid using
nicknames or irrelevant words. Here are some examples of professional email
addresses:
• john.smith@company.com
• info@company.com
• jane.doe@profession.com

7. Use proper spelling and grammar
• Use proper spelling and grammar to ensure that the email is easy to read and
understand. Avoid using abbreviations or acronyms that may not be familiar to the
recipient.
• Using proper spelling and grammar can improve your credibility and
professionalism. Here are some examples of common mistakes to avoid:
• Your/you're: "Your" refers to possession, and "you're" is a contraction of "you are."
Example: "Your presentation was excellent." vs. "You're a valuable team member."
• Its/it's: "Its" refers to possession, and "it's" is a contraction of "it is." Example: "The
company increased its revenue" vs. "It's important to meet the deadline."

8. Be concise and to the point
• Keep the email concise and to the point, avoiding unnecessary information or lengthy
paragraphs. Use bullet points or numbered lists to organize information.
• Stick to the subject being communicated and use as few words as possible.
• Keep it simple.
• A concise email saves time and helps recipients understand the message quickly. Here
are some examples:
• Good example: "Please send the quarterly report by Friday."
• Bad example: "Hey, how's it going? I was just wondering if you had a chance to look at the
report yet. If you did, could you send it to me soon?Thanks!“
• If you need a decision, ask for it. If you need information, ask for it. If you want
someone to take an action, ask for it. Don't make your readers wonder why you
are contacting them.

9. Use an appropriate tone
• Use a polite and professional tone throughout the email, avoiding any negative or
confrontational language. Use words such as "please" and "thank you" to convey
politeness.
• An appropriate tone conveys respect and professionalism. Here are some
examples:
• Good example: "Thank you for your help. I appreciate your hard work on this project."
• Bad example: "Why haven't you responded to my email yet? I need that report ASAP!"

10. Avoid using all caps
• Avoid using all caps in the email, as it can come across as shouting or aggressive. Use
bold or italics to emphasize important points.
• Using all caps is equivalent to shouting, and it can come across as rude or
unprofessional. Use bold or italics to emphasize important points instead. Here is an
example:
• Good example: "Please submit your report by Friday."
• Bad example: "PLEASE SUBMITYOUR REPORT BY FRIDAY!"

11. Be careful with humor
• Avoid using humor in business emails, as it can be easily misinterpreted. Stick to a
professional tone and avoid any jokes or sarcasm.
• Humor can be easily misinterpreted, and it's best to avoid it in business emails. Here are
some examples of inappropriate humor:
• Bad example: "I hope you're not buried under all that paperwork!" (when the recipient has a
heavy workload)
• Bad example: "I'll try to make this meeting less boring than usual" (when the meeting is
essential)

12. Respond promptly
• Respond to emails promptly, ideally within 24-48 hours. If you need more time to
respond, send a quick message to acknowledge the email and let the recipient know
when they can expect a full response.
• Responding to emails promptly shows respect and professionalism. Here are some
examples:
• Good example: "Thank you for your email. I'll get back to you with the information you
requested by the end of the day."
• Bad example: (No response or delayed response)

13. Use an appropriate closing
• Use an appropriate closing, such as "Sincerely," "Best regards," or "Thank you." Avoid
using informal closings, such as "Cheers" or "Take care."
• An appropriate closing shows respect and professionalism. Here are some examples:
• Good example: "Sincerely,"
• Good example: "Best regards,"
• Good example: "Thank you,"

14. Include a signature
• Include a professional signature at the end of the email that includes your name, job
title, and contact information.
• A professional signature should include your name, job title, and contact information.
Here are some examples:
• John Smith
• Marketing Manager
• Company XYZ
• Phone: 123-456-7890
• Email: john.smith@company.com

15. Use a clear and professional font
• Use a clear and professional font, such asTimes New Roman or Arial, in an appropriate size (11 or
12 points).
• Using a clear and professional font is essential to ensure that the email is easy to read and looks
professional.Times New Roman or Arial are good font options, and 11 or 12 points are appropriate
sizes. Here is an example:
• Good example:
• Dear Mr. Smith,
• I wanted to follow up on our meeting from last week regarding the new project. I have attached the
updated timeline for your review.
• Bad example:
• Dear Mr. Smith,
• I wanted 2 follow up on our meeting from last week regarding the new project. I have attached the
updated timeline 4 ur review.

16. Avoid Excessively Formatted Emails
• Send emails in professional formats. Avoid multicolored fonts and pictures for
backgrounds.Those accouterments may distract the reader or make the
message difficult to read.
• Any background images you add may bloat the file size of your email.That may
force recipients with slow connections to wait an agonizingly long time for your
message to download.
• If your company insists that you use particular email stationery to project a
consistent look and feel, take advantage of it.The company logo and the
signature line can project a professional image onto your emails.

17. Avoid sending sensitive information
• Avoid sending sensitive information, such as passwords or financial information, via email. Use a
secure method of communication, such as a secure file transfer service.
• Sending sensitive information via email can be risky, as emails can be intercepted by hackers or
other unauthorized individuals. It is best to use a secure method of communication, such as a
secure file transfer service, to send sensitive information. Here is an example:
• Good example:
• Dear Ms. Johnson,
• Thank you for your interest in our services. In order to proceed with the account setup process, we
will need to collect some additional information from you. I have sent you a secure link to our file
transfer service, where you can securely upload the necessary documents.
• Bad example:
• Dear Ms. Johnson,
• Thanks for reaching out to us. Can you please email me your social security number and credit card
information so we can set up your account?

18. Review and proofread
• Review and proofread the email before sending it to avoid any spelling or grammar errors or
typos.
• Reviewing and proofreading the email before sending it is essential to avoid any spelling or
grammar errors or typos, which can make the email look unprofessional. Here is an example:
• Good example:
• HelloTeam,
• I just wanted to remind everyone that our weekly team meeting is scheduled for tomorrow at 10am
in the conference room. Please come prepared with any updates or questions you may have.
• Bad example:
• HelloTeam,
• I just wanted to remimd every1 that are weekly team meeting is schedulded for 2morrow at 10am in
the conference room. Plees come prepared with any updates or questions you may have.

19. Think BeforeYou SendThat Email
• Finally, take a moment and consider what you have written before you
press the "send" button.
• Is it something that should not be sent in an email?
• Is it of a personal nature and not appropriate to use the company's email
system?
• Did you write the email while angry and included passages you may well regret
later?
• If so, press the "delete" button.

20. ConsiderWhether "Reply All" Is Necessary
• 'Email is not a party in the break room -- it's a communication tool,'. 'If
you're responding to an email sent out to a group, be sure you are only
hitting 'reply all' if your reply is truly necessary for everyone to receive.'
• Continually responding to everyone unnecessarily will quickly earn you a
reputation as a "business spammer," and people may begin to ignore your
emails altogether.

21. Bcc'ing
• One might say :'When I have been bcc'd, the first thing I think is, 'If she is
bcc'ing me on this, who else has she bcc'd on other emails?''
• Bcc'ing conveys distrust and secrecy.
• 'If you need to forward an email to someone who technically should not be
on the chain, cut and paste the email into a separate email for that person,'.

22. Use Out-of-Office ReplyTools
• If you are going to be away from the office and unable to read your email,
use the email system's out-of-office tool to automatically respond to
anyone who tries to contact you. Make sure your auto-reply lets senders
know when they can expect to receive a response.

23. In summary, following these best practices for business email
etiquette can help you establish a professional image and
effectively communicate with your colleagues, clients, and
business partners.