Email Etiquette: The Dos and Don’ts of Professional

The Dos
Do: Use proper salutation

Opening an email with “hi” or “hey” might be alright for colleagues you’re
friendly with, but for new contacts, Schweitzer advised beginning your email
with a proper, respectful salutation, such as “good morning,” “good
afternoon,” “good evening” or “hello.”

“‘Good day’ or ‘greetings’ are other phrases used frequently in the

international arena,” she added.

Do: Proofread

Before you send, make sure to carefully proofread and edit your email. You
should look for misspellings, homonyms, grammar and punctuation errors,
Smith said. Careless email mistakes will only make you look bad to your
recipients.

“These errors look unprofessional and reduce the likelihood that the email will
be taken seriously,” added Schweitzer. “Email software comes with many
professional tools such as spell check. Use them.”

Do: Stay Precise & concise

It’s always best to keep your emails short and sweet. Emails are not meant to
be as brief as text messages, Smith said, but they are meant to be a form of
quick communication. If your email is too wordy, try editing it down to make it
more concise.

“Recipients will only read the first line or two before deciding whether to keep
or delete [an email],” Smith said. “Be sure you are saying what you need to
say sufficiently.”

Do: Keep Calm

Never send any email while you are angry or otherwise emotional, Smith
advised. Instead, try to calm down and then speak to the person you need to
address face-to- face or over the phone if an in-person meeting is not
possible. Doing so could help you avoid an unnecessary altercation, Smith
said.

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 Email Etiquette: The Dos and Don’ts of Professional

The Don’ts

Don’t: Use buzzwords: Acronyms and buzzwords can confuse recipients

and make you look unprofessional, according to Smith. Stick to writing out full
words and using layman’s terms to get your point across, although exceptions
can be made depending on whom you’re emailing. For example, acronyms
may be acceptable in the occasional internal email, but any email you send –
especially to clients – should be written in language that’s easy to understand,
Smith said.

Don’t: Put anyone down: Emails can be shared quickly and easily, and
there are consequences to disparaging others in lasting, digital
communications. Avoid embarrassing yourself – or worse, losing your job – by
making sure you don’t bad-mouth any colleagues or business partners.

“You never want to say anything bad about someone in an email,” Smith said.
“It is simply too easy for it to be forwarded and have it end up being read by
someone for whom it was not intended.”

Don’t: Punctuate poorly: When you’re writing a professional email, keep the
exclamation marks to a minimum. Even one exclamation mark can be too
many, Smith said. Keep your punctuation professional, and unless you’re
friendly with the intended recipient, Smith said you should avoid using
emoticons or emojis in emails, too.
“Those little blinking icons are for text messages,” said Schweitzer. “They are
inappropriate and unprofessional in a business email. Emoticons may divert
email to a spam filter or junk mailbox.”
Don’t: Forget the conversation closer : End your email with a closing such
as “Best,” “Best regards,” “Sincerely,” “Thank you,” or another
appropriate phrase.

“By letting the recipient know that a response isn’t needed, the email cycle
doesn’t continue on in perpetuity,” said Schweitzer.

Other closer options include “No reply necessary,” “Thank you again,”
“See you at the meeting” and “Please let me know if I may be of further
assistance.”

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 Email Etiquette: The Dos and Don’ts of Professional

How to cc and bcc properly

The cc and bcc tools are tricky. Sometimes they’re useful, but if used
improperly, they can be problematic.

When you’re using the cc feature, Smith said to keep in mind that less is
more. You also need to think about what it is that you’re sending and how
important it is to others.

“Truly consider who needs to be in the loop on this communication,” Smith

said. “Do they need this information, or is there something they can add to the
conversation?”

Schweitzer added that sometimes people are so proud of their work product
that they add a dozen recipients in the cc line and then bask in the limelight of
afterglow when everyone comments about how much or how well they are
doing. This may be interpreted as slick boasting, a cry for attention or self-
centeredness, so keep cc’s to only those with a need to know.

The bcc feature allows you to add someone to an email conversation without
others knowing, so it can be a little harder to determine when or if it’s right to
use it. Smith said that there are times when bcc-ing others is a good idea.

 If you’re planning something but not everyone in the conversation

knows one another yet, using bcc keeps everyone’s emails private until
they’re ready to share them with the group.
 If you have been asked to complete a task, when you include the
requester via bcc, it lets that person know that the task is in progress.
 If you are corresponding with a client who is unsatisfied, bcc-ing your
boss will ensure that he or she won’t be caught by surprise, should the
client call.

Smith said it’s best to leave those who don’t fall into the “need to know”
category off an email and reduce the clutter in their inbox. And if you’re not
sure, Smith said the best approach to take is to ask the person you want to cc
or bcc if they’d like to be included.

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 Email Etiquette: The Dos and Don’ts of Professional

Email etiquette equates to professionalism

When emailing with someone, you are representing both yourself and your
brand. It’s important, then, to put your best foot forward and present yourself
as professionally as possible. That means writing clearly, concisely, and using
proper punctuation. It also means maintaining a somewhat formal tone without
being rigid and unfriendly. Ultimately, email etiquette is just about being clear
and to the point so you and your recipient can both be as productive and
understood as possible.

THE DAILY STAR

Email is one of the most widely used mediums of communication, and certain
email etiquettes should be maintained, especially for professional instances.
From sending an email to your superior at work, your colleague or putting
forward a convincing sales pitch, email is the way to go. So, here are 10 email
etiquettes to consider when writing or replying to an email.

Using a professional email address

Anytime you are applying for a job or inquire about anything from a
professional person, you should always use an email address that will have a
professional look to it, like using your full name or initials as the address. Any
email you have created a long time ago and contains professionally
inappropriate things like nicknames or random funny words should be
avoided.

Give priority to subject line

The subject line is the first thing that your mail recipient will see upon
receiving your email, hence you should always summaries’ the main purpose
of your email in a concise manner. Avoiding anything vague or misleading
subject lines should be also keep in mind so as to not confuse the recipient.

Use a polite greeting

Depending on the purpose of the email and who you are addressing, it's best
to use the right level of required formality. For example, when it comes to
formal emails you can use "Dear Mr. /Ms. /Dr," "Hello" or "Hi" for casual
emails, and "Greetings" or "Good day" for other uses. Always keep in mind to
use the correct designation and name of the recipient if you are aware of it.

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 Email Etiquette: The Dos and Don’ts of Professional

A strong editorial emphasis

You must check your email for proper grammar, spelling, and punctuation, to
make sure it's written in a clear and professional manner, and without any
grammatical, spelling and punctuation errors. Also, while writing, avoid using
anything that the recipient might not understand like abbreviations, acronyms
and so on.

Keeping the email brief and focused

In order for your email to be concise and focused, any unnecessary or
irrelevant information should be kept out. Avoiding writing long paragraphs
that spiral out of context should be done to keep the email brief, and you can
also use bullet points or numbered lists to get your point across.

Always be in a courteous tone

It's important that your email be derived of any rude or offensive language, in
order to convey a respectful tone. Especially for professional settings, using
sarcasm, humor and such, might be misinterpreted by the recipient. Using
words like "please," "thank you," "sorry," and "regards" will always display a
courteous tone in your emails.

Be very careful when attaching files

You should always make sure you attach the right file that is necessary and
relevant for your message. Checking on the file size and compatibility factor is
always a good step before sending something, as you can use services like
cloud storage or compressing your file to send the email perfectly.

Be fast to reply
You should always respond to an email as soon as you can if it requires a
prompt and appropriate reply. Replying fast will ensure that you acknowledge
the sender that the email contains important information and you are being
active by following up on it.

Properly use CC and BC

CC (carbon copy) and BCC (blind carbon copy) allow you to send your email
to multiple recipients at once, hence you should use them whenever it's
absolutely necessary. People who need to be directly involved in the email
conversation should be kept on CC while BCC should only be used when you
want certain people to receive the email secretly without exposing their email
addresses.

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 Email Etiquette: The Dos and Don’ts of Professional

Always doublecheck your email

Before you hit the send button, you should always double check your email in
case there are any factual errors or mistakes that occurred while you were
writing the email. Most email services like outlook, Gmail offer spell and
grammar checker tools so use those and properly review your email so that it
will have the right tone, and change anything that seems unnecessary.

FORBES

10 Rules of Email Etiquette

Email is how many businesses communicate. It's fast, easy, and accessible.
Plus, email is permanent. If you forgot what you were asked, simply find the
last email thread for the answer. Email is also effective at disseminating
information among team members. However, there is no way to unsend an
email.

So, before pressing send, make sure you’re using email as an appropriate
form of business communication. Business emails should be used to send
information that is:

 Relevant. Use email when a quick call or face-to-face

conversation won't suffice. Emails should be necessary and
relevant to the receiver.

 Timely. When time is of essence, email can be the perfect tool. It

allows you to send relevant information quickly to everyone on the
team.

 Content-rich. When file attachments or links to web-based

material need to be shared, email is an effective tool to do that.

How you use email will leave an impression with who you send your
messages to, especially if you have yet to meet the recipient in person. Email
acts as your first impression. This is especially true for job seekers. Using
email inappropriately can put you on the "do not call" list with recruiters and
others in your network.

Whether you're a small business using email as a marketing or

communication tool or a job seeker sending an email inquiry, use appropriate

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email etiquette to set yourself apart. Here are some Ps and Qs to using email
as a business communication tool.

1. Avoid all caps, exclamation points, and slang. Email can be

a relaxed way of communicating, making it tempting to add a few
exclamation points or using all caps for emphasis. Instead, all caps
give the impression you're yelling and too many exclamation
points come across as being overly enthusiastic or insincere. Of
course, it goes without saying to avoid slang. Included in slang is
industry specific jargon unless you're writing to one of your peers.
2. Overuse of bold, underline, and italics void emphasis.
While it's OK to use one form of emphasis, such as bold, avoid
using multiple forms of emphasis in a single email. That goes for
overusing bold, underline, or italics in a single email. Use
emphasis to draw the eye from one point to another. Think of
emphasized words as creating their own sentence as the reader
scans from one bolded word to the next and so on.
3. Be respectful with your tone. Stay positive and professional
by avoiding negative or accusatory language. Rephrase sentences
to deliver the message in a neutral tone.
4. Be mobile-friendly with short and concise messages.
Avoid writing a novel. If you can say it with ten words, see what
you can do with five. More than 50% of all emails are
misinterpreted, and only 53% are actually read. One third of
business professionals check email on their mobile device. That
same study showed that seven in ten users will delete emails
instantly that don't display correctly on a phone.
5. Be careful when trying to be funny. Humor is subjective.
What you might find hilarious, someone else might find incredibly
offensive. Remember, email is void of tone, body language, or
other non-verbal cues.
6. Salutations and closings should be professional and
respectful. It's OK to address your recipient with "good morning,
Jane" or "hello." Avoid being too informal, especially if you're
seeking a job. Always use the recipient's preferred name. And
close respectfully. Proper closings can include "I look forward to
hearing from you," "best," or "thank you."
7. Create a professional signature. Today, all email messages
should include a professional signature. Include relevant contact
information including job title, company, website, and phone
number. If you're a job seeker, including a link to your LinkedIn

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page is a must. When appropriate include links to your business

social pages.
8. Use succinct subject lines. Keep your subject lines to less than
50 characters, or six to ten words. Be descriptive and to the point:
Meeting scheduled 6/4/22 at 4PM, 10 reasons to hire an assistant,
or nice meeting you yesterday.
9. Respond timely and appropriately. Respond to emails within
24 hours. If your response requires more time, send a quick "I'll
get back to you as soon as I can" or, better yet, "I'll get back to you
by noon tomorrow." This shows respect for the sender and is
always appreciated.
10.Proofread, proofread, proofread. Remember, you cannot
unsend an email. Don’t make your readers edit your work to
understand your message. Double check everything including
your message, spelling, grammar, and your signature. Make sure
you've attached and/or linked and documents noted in your email.
The worst is sending a resume without attaching the resume!
(We've all done it so don't berate yourself –it's just a painful
lesson in proofing.)

Rules for email etiquette

1. Use a clear, professional subject line
Show your recipient clearly what the email will cover. Many people will decide
whether they will open an email depending on the subject line. For someone
who gets hundreds of emails a day, a subject line that is to the point makes it
easier for them to sort through their inbox and decide what communications to
prioritize.

2. Proofread every email you send

Make sure there are no grammatical or professional errors. Have you spelt the
recipient’s name correctly? Are there spelling errors? Are you using simple
sentence structures and correct capitalization and punctuation? Ignoring these
compromises your professionalism and the credibility of your email.

3. Write your email before entering the recipient email address

It is always best practice to write the contents of your email first in case you
accidentally send the message too early.

4. Double check you have the correct recipient

There is nothing worse than sending an email to the wrong Jess or a
confidential document to the wrong client or company.

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5. Ensure you CC all relevant recipients

It is unprofessional to leave out a colleague or client from a relevant email
chain. Be mindful of who should be informed about a given matter and respect
that.

6. You don't always have to "reply all"

Think about who needs to read your response; no one wants to read an email
chain from 20 people that has nothing to do with them.

7. Reply to your emails

Most people at some points have felt swamped by the large number of emails
they have to sift through. But replying to an email is good etiquette, especially
if the sender is expecting a response. Acknowledging you received the email
but will get back to the sender at a later time is a professional alternative to
ignoring or avoiding certain emails.

8. Include a signature block

If your recipient doesn’t know anything about you, they may be skeptical of the
authenticity of your email. It is professional to include your full name, title, your
company and your contact number.

9. Use the appropriate level of formality

For instance, begin with “Dear _____”, use “please” and “thank you” where
necessary, and always end your email with the appropriate phrase, “Kind
regards”, “Thank you”, “Sincerely” and so on.

10. Keep emails brief and to the point

No one wants to read an enormous chunk of text. You can always follow up
on the matter later or suggest they give you a call if they have any queries or
concerns.

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