9 Proven Professional Email Etiquette Pointers

​ About the Author: Elizabeth Soos

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Email today is our letter and postage of the past.  You should always consider your email to be an extension of your business communications and represent you in the best way possible.  Here are 9 proven email etiquette tips to keep you looking business savvy.

1.  Writing informally.  Being informal in writing your email, can be a mistake, especially when you have not met them, or they are a client or superior in rank.  Keep to formalities.
 

2.  Be specific.  Remember everyone is receiving emails on similar subjects.  Define your subject.  This is the most important line of your email.  Instead of writing: subject – meetings.
You could write: RE:  Meeting on 25th April at Ruby Meeting Rooms

​3.  Not attaching items.  When sending an attachment to your email, remember to do so.  It could be the first item to do when composing an email.  Attach first, then write your letter.  When you have received an email without the attachment, so as not to make them feel bad, you could state “my email must have lost your attachment, please re-send”.

4.  Never use emojis.  Emojis are for friends, family and marketers.  If you are a local or international firm keep well away from attaching a face of any sort.  An emotion for a certain culture may not translate to another in the right way.  

​5.  Timing of your email.  Keep within work hours of sending emails monday’s send emails after 10am and never after Friday 4pm never weekends or holidays.  Use your scheduler for that.
 
6.  Length of emails.  Short and succinct emails are best.  If they are long, perhaps put it in a pdf and send it as an attachment. The email needs to be short, well set out and free from clichés.
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7.  Use spell check and a grammar checker.  You may be wanting to get an email out quickly, by using grammar or a spell checker will assist in putting together a great email.  Please stay away from it ! In your subject line and paragraphs.  Mainly used for social media rather than your email.

8.  Cc line.  This means carbon copy.  This is to add a recipient who is not directly replying to the email, but needs to be kept in the loop.
 
9.  Bcc line.  This means blind carbon copy.  Any recipient on this line is not visible to any others on the email.
 
What emails should not be used for: 
Gossiping – the internet captures everything and can be used against you.  Debates – use a messaging app rather than an email.  Asap replies – call the person instead of telling them to call you asap!

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