It’s hard to imagine a business that doesn’t use e-mail as the primary communication of its professionals to suppliers, partners, customers, and the workforce.

And despite the spike in streaming video conferencing, which has revolutionized the way we do our business, e-mail is still a medium that doesn’t seem to be getting out of style anytime soon.

Just in 2022, there are over 333 billion emails sent and received each day and the figure is expected to increase to over 376 billion daily emails in 2025. That’s an astounding number of back and forth!

But that’s only one good reason why we should always show good decorum in this medium.

Why is Email Etiquette for Business Important

Email etiquette is essential because it shows others your professionalism, trustworthiness and self-respect.

When you become mindful in the way you communicate to others, especially in your profession, people can form a good impression of you. And if you want to advance in your career or close more deals, then having people who believe in you is key to your success.

Also, email is one form of verbal communication. Which means that once something has been said, it will be done. It’s not like non-verbal cues where there’s a bit more room for interpretation. In the case of email, especially, once you hit that send button, it will be difficult to take anything you said back.

So make a habit of observing proper email etiquette to avoid misunderstandings in the business, or in worse case, getting suspended from the job.

Tips for Best Email Etiquette Practices

To avoid e-mail blunders that happen more often than we think, here are the best tips on email etiquette that business professionals must do to make a great impression:

#1: Use a relevant subject line

The subject line plays a starring role in e-mails. You have to bring your best face forward if you want the recipient to open your e-mail.

Not only does the subject line tells you what the e-mail is about, it also gives an idea to the tone of the e-mail.

Does the subject line sound urgent that you feel required to open immediately? Does it look spammy that makes you want to toss it away without opening it? Or is it a promotional marketing e-mail that can be opened later on?

As much as possible, avoid vague subject lines or the no-subject line. Let people know what to expect from your e-mail by keeping it short, simple, and straightforward. 

#2: Be mindful of the correct way to address the recipient

When sending out e-mails, it’s important to always address the recipient even if your e-mail was sent solely to them. This is so the recipient themselves know that it was indeed intended for them.

It’s more formal receiving an e-mail since it doesn’t evoke as many emotions as you would elicit over phone calls. So calling someone’s name even through e-mail allows you to connect with them and make them feel needed or cared for.

Since people pay more attention to you when you call them by their names in person or by phone, the same can be said for e-mail.

But take note of this: it’s an imperative email etiquette for business that you get the correct spelling of the name. The tendency to overlook this simple task can trigger a negative response from people who have pet peeve about getting their names misspelled, so make sure to triple-check it.

Once you have the names in place, there are some quick guidelines on how to properly address an e-mail recipient using English honorifics:

• For a friend, use the first name.
• For someone your senior or a client, use Mr. before a full name or surname, whether he is married or not
• For someone your senior or a client, use Ms. before a full name or surname, whether she is married or not
• For a friend-client, use first names, not nicknames or secret names

Remember to only start your e-mail with Dear Sir/Ma’am if you can’t find any personal information about the person you’re emailing. The reason is that Sir/Ma’am sounds vague and may come off as a little outdated.

#3: Use proper punctuation marks

As mentioned, e-mails don’t evoke emotions without you explicitly writing said emotion. So to better express yourself, use punctuation marks!

Use the right quantity and make sure to proofread the email to spot holes you might’ve missed the first time. It’s hard to recall an e-mail once you realize your mistakes after 30 seconds that can end up damaging your professional image.

Also, there are consequences when you don’t use enough punctuation marks. The email can pose open-ended questions in the mind of the recipient, unsure of whether you’re questioning them or you’re giving them sincere remarks.

Just a simple example of how the minds work in emails where one phrase can be interpreted in a multitude of ways. Imagine if one of your colleagues sent this to you:

– Congrats on the sale  (okay, but not nearly impressed)

– Congrats on the sale? (sounds like he’s one to go after your clients or whine to your supervisor)

– Congrats on the sale! (simple and genuine most of the time – USE THIS)

– Heyy congrats on the sale!!!!! (a proud supportive colleague who’s probably the first to half-tease you to treat the group with lunch later)

There are many ways your electronic correspondence can go wrong by missing simple email etiquette so take the time to proofread it before hitting send.

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#4: Use standard formatting

Elegant formatting starts with the combination of the basics: simple font type, average font size, and neutral font color.

If you want to give focus on key terms and figures, the underline and highlight color are good elements in your e-mail as they are easy to read both on the phone or the desktop.

According to Stripo, the best email font is 14px and higher for desktop users and 16px for those who use mobile devices.

But it’s not just about typography. Be mindful also of sending out emails in long, chunky paragraphs.

People spend a lot of time during the day checking and reading emails that it can be strenuous to consume large pieces of content. Instead, where applicable, use bullet points to highlight key points and make your emails easier to read.

As your e-mail is not just about you, it’s important to consider your recipients. If you want them to gain information and take action from the email, you have to make it easier for them to understand you.

#5: Practice good grammar

Perfect grammar almost doesn’t just happen in one sitting when composing e-mails even for the best-selling writers in the world. That’s because most of us write how we speak and in doing so, words just burst out quickly before we could type A.

So how lucky are we that we now live in a generation where Gmail has corrective grammar features on their free webmail provider?

And the fact that there’s a whole business dedicated to easy and functional assistance in correcting your grammar, in the form of Grammarly.

“What if English is not my first language?”

That’s fine, we’re not talking about perfection. So long as you make the effort to at least deliver the right message.

If English is not your native language, you can use a good-ole handy dictionary or Google Translate. Google is free and quick, and it helps you have a well-crafted email.

You’ll never know who is reading your emails or to whom it is forwarded. So it’s only best that you present yourself in a positive light by minding proper grammar.

#6: Be clear and direct with your message

One of the tricks to nail #5 is to actually get over the babble. Use brevity and concise language in getting your message across.

When it comes to writing an effective work email, fewer, simpler words is often the best. The manner of observing email etiquette in business without excess verbiage consists of:

• Avoiding long and sappy introductions. Before you type out every musings in your head, ask yourself: What will the person think of this on the first 7 seconds reading it?
• Simplify your terms. You can cut out the wordiness of your email by sticking to more efficient alternatives. Here are some examples:

• Avoiding jargons. Some terms may be easier to understand from someone within your field. But if you’re corresponding with those outside of it, then use words that they are familiar with so they can relate with you.
• Focusing on one topic at a time. By focusing on accomplishing one goal per exchange, you can avoid confusion and delayed responses from the recipient.
• Giving a clear call to action. Unlike texts, emails have an ultimate purpose which is why you need to be clear with the action items required from the exchange.

#7: Use an email signature

Without an email signature, you literally have no identity.

So unless you want to look spammy, you can add a simple email signature to whatever device you’re sending the email from. You can simply input your full name and your contact details as your default e-mail signature.

As much as possible, refrain from using Sent from my iPhone. Instead, go to your mobile settings right now and change them with your full name instead to save you the trouble of having to type in your mobile each time.

Also, if you want to stand out and make others remember you, you can create your own email signature using graphic design tool like Canva. It’s free to use Canva and you can choose from the email signature templates to customize to your brand’s theme.

Business Email Etiquette of Refined People

The previous section has covered a lot of the technical side of writing emails.

But since FTS is a self-improvement platform in areas of communication, we feel there’s still room to polish the surface and make you really shine.

If you want to sound more refined in your email communication, follow these business etiquette tips:

1. Keep your tone professional.
2. Respond promptly.
3. Say please when asking for a request.
4. Say thank you once a request was granted.
5. If you expressed your thanks in the beginning and there’s more content in your e-mail, you may sign off with just one more thank you.
6. Be mindful of your formal and casual salutations.
7. When you find yourself in a surly mood, don’t write e-mails you might regret later.
8. Don’t gossip. Company e-mails are not really confidential.
9. Don’t just CC your boss in a mid-fight with a colleague.
10. Avoid using quirky pet names or nicknames for your contact list because everyone can see them when you send a group e-mail.
11. Send a sincere apology if you have completely forgotten to reply to an e-mail.
12. Make sure your emails are not tone deaf.

Final Thoughts

Remember, practicing good email etiquette for business shouldn’t be based on fear of losing a job, but instead, it’s a way of life. Refining the ways we communicate reflects on us as someone who aims to deliver their best out of any situation.

In conclusion, when you’re a highly effective communicator, you leave a great impression on others. And when you consistently kindle this positive impression, then others are more inclined to keep doing business with you, which would then lead to the success in life you wish for.

READ MORE: Highly Effective Phone Etiquette for Real Estate Agents

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Do you have email etiquette tips you want to share? Leave us a message below if you want more posts about email communication!

— First Published on June 20, 2020