Writing a professional email is a skill that everyone in the business world needs to master. So, understanding email etiquette for business is crucial, whether you’re a corporate mogul or an intern on your first day!
With that said, business communication can be tricky—especially because it’s not typically taught at school. Many people come into the corporate world without a clear understanding of professional email writing.
That’s where Talaera comes in. Consider this your crash course into professional email etiquette. We’ll walk you through email do’s and don’ts and sprinkle in our top professional email tips along the way.
Get ready to hit that “Send” button with confidence!
Email Etiquette for Business: The “Do’s”
Writing professional emails, like any form of writing, has its own set of rules and best practices. Take a look at the do’s of email etiquette for business that will help you craft messages that are clear, effective, and professional.
Use Clear and Relevant Subject Lines
Your subject line is the first impression your email makes. Think of it like a newspaper headline: it should grab attention and give a clear idea of what’s inside.
Following this professional email writing tip not only helps your recipient prioritize their inbox but also makes it easier to find the email later.
→ Learn more: Useful Email Phrases to Make Your Life Easier
Start with a Professional Greeting
Professional email etiquette dictates that you should start your email with the proper salutation. This helps your email recipients quickly understand it’s intended for them, and avoids confusion in group emails.
If you look up professional email tips, you’ll find several ways to do this. As a general rule, the choice of salutation reflects the formality of the communication. For example:
“Dear [Name]” is more formal.
“Hi [Name]” is less formal but still respectful.
“Hey [Name]” is informal and might be suitable for close colleagues or friends.
Image Source: Canva
Get to the Point Quickly
Time is precious, as they say, so digital communications in any professional setting need to be as clear and concise as possible. Within the first few sentences, your reader should know why you’re writing and what, if anything, you need from them. If you need to provide background information, consider using bullet points or attaching a separate document for easy reference.
Be Professional, But Keep It Friendly
When writing professional emails, one thing you need to keep an eye on is your tone and language. This form of communication is different from texts and chats, so maintaining a professional tone is usually recommended.
That said, you don’t want to come across as cold or robotic. Here are some professional email tips to help you out:
Use phrases like “please” and “thank you”
Avoid jargon and technical terms unless you’re certain your recipient understands them
Get to the point without being abrupt
Include a friendly closing remark and sign-off to leave a positive impression
Proofread Before Sending
A typo-free email is a professional email. Take a moment to proofread for spelling, grammar, and clarity to avoid any mishaps. It also helps to double-check your recipients and subject line before you hit send.
💡 Tip: You can use many professional tools like Grammarly, Quillbot, and Hemingway to help you out!
Send a Follow-Up Email (If Necessary)
Email etiquette for business includes knowing when and how to follow up appropriately. If you haven’t received a response within a reasonable timeframe, it’s perfectly acceptable to send a polite follow-up.
→ Learn more: How to Send an Effective Follow-Up Email
Professional Email Etiquette: The “Don’ts”
Understanding business email etiquette also means knowing what not to do. Here are some things you should avoid in work emails:
Don’t CC or BCC Unnecessarily
You probably wouldn’t want to receive emails that have nothing to do with you right? So, one of the key email etiquette for business rules is to be mindful of who you include before you hit send—specifically, who you CC (carbon copy) or BCC (blind carbon copy).
Only CC or BCC people who absolutely need to be in the loop. Overloading recipients with unnecessary emails can be annoying and counterproductive.
Go Overboard with Formatting
Any email software you use these days will probably have a ton of options for formatting text styles, fonts, and colors. That’s fun and all, but try not to go overboard because chances are it could make your email look cluttered and difficult to read.
Stick to a clean, professional layout with a consistent font and size. Use bold or italics to emphasize important points, but do so sparingly.
Image Source: Shutterstock
Use All Caps or Excessive Punctuation
Using all caps is the digital equivalent of shouting and can come across as aggressive. Similarly, excessive punctuation, like multiple exclamation points, can seem unprofessional and overly enthusiastic.
Keep your punctuation standard and your text properly capitalized to maintain a courteous tone.
Forget about Timezones
When you’re working with a global team, professional business communication means being mindful of the time you send your messages. Sending an email late at night or early in the morning in the recipient’s timezone might come off as inconsiderate.
To avoid this, use scheduling tools to send emails at appropriate times so you can be sure they arrive during business hours.
Pro tip: Consider including your timezone in your email signature to help others plan their communications with you more effectively.
Hit “Reply All” Unless Absolutely Necessary
The “Reply All” button is not a toy to be played with carelessly. Before you unleash your response on everyone in the thread, ask yourself if they really need to see it. Your coworkers’ and clients’ inboxes will thank you.
Send Emails When You’re Emotional
Emotions can cloud our judgment and lead to regrettable communications. Lengthy, overly expressive emails may seem like a good idea at the time, but you’ll probably regret them later. When writing a professional email, it’s important to maintain a level head.
If you’re feeling frustrated or upset, draft your email and save it. Come back to it when you’ve cooled down and can approach the situation more objectively.
Master the Rules of Professional Email Writing With Talaera
Learning email etiquette for business doesn’t happen overnight, but it happens faster and more effectively with the right guidance and practice. At Talaera, we specialize in helping professionals master Business English so they can build better communication skills in the workplace, foster deeper relationships, solve problems quickly and efficiently, and drive business growth.
That includes mastering professional email writing. Whether you’re looking for one-on-one training for new employees or group workshops tailored to your industry and organization, our courses are led by expert corporate English trainers ready to guide your team to success.
Not sure which program is best for your team? Contact us to learn more!