It’s GO time for generative AI writing

assistance Try GrammarlyGO ⟶

The Dos and Don’ts of

Business Email Etiquette

Glassdoor
Updated on June 2, 2022 · Professionals

Few things can tarnish your professional

brand quite like a poorly written, misguided
email. One click of the “send” button can be
the difference between a successful business
exchange and a potential HR issue or
coworker conflict. And while Americans send
hundreds of thousands of emails a day, it
should not be taken for granted.

Whether you’re a senior professional or an

office newbie, here are 13 must-remember
dos and don’ts of business email etiquette.

Do Pay Attention to The Subject

Line

Write a clear, concise subject line that

reflects the body of the email. Avoid subject
lines with general words like, “Hi,” “Touching
Base,” or “FYI,” and do not leave the subject
line blank.

Do Use a Proper Salutation

“Hi” and “Hey” communicate a lack

of professionalism and maturity. Begin your
email with phrases such as “Good morning,”
“Good afternoon,” “Good evening,” or “Hello.”
“Good day” or “Greetings” are other phrases
used frequently in the international arena.

Do Use an Introduction

In cultures like the U.S., the best practice is

for the sender to introduce themselves by
first and last name with some background
information in the first few lines. For example,
“Dear Ms. Mandell: My name is Sharon
Schweitzer, founder of Access to Culture. I
was referred to you by . . .” or “My name is
Sharon Schweitzer and I am an International
Business Expert writing to you about . . .” This
is especially important when introducing
yourself to new contacts, potential
customers, clients, and employers who want
to know how you received their contact
information.

You’re Sabotaging Your Success: Unknown

Communication Mistakes & How to Fix Them

Do Know The Culture

When sending emails to people from indirect

cultures, it is proper protocol and a best
practice to research country customs. For
example, in Japan, it is polite, appropriate,
and customary to inquire about the weather in
the first sentence of a business email.
Contrastingly, it would be inappropriate to
send an email introducing yourself to a
potential Japanese contact. In indirect
cultures, introductions are only made by
mutually respected third parties due to
custom; cold emails are ignored, deleted,
blocked, and/or marked as junk.

Don’t Include Humor and Sarcasm

Emails can easily be misinterpreted through

text without context. Humor is culture-
specific. Avoid both humor and sarcasm in
emails as the recipient may be confused, or
worse, offended.

Do Double-Check Your
Attachments

When you attach a file, be kind enough to take

a few extra seconds to paste it into the body
of the email as well. This shows consideration
to the recipient, by saving them time and risk
in opening attachments. Is this more time-
consuming for you? Yes. Is it worth it? Yes.

Don’t Hit “Reply All”

Avoid using “Reply All” unless everyone needs

to know. When the C-Suite (CEO/COO) or
administrative assistant sends an email to 10
staff members requesting volunteers for a
community service project, reply to the
admin, not to all 10 members. Why make ten
others delete your email? Reply All is a
function for ongoing deliberations on a
particular subject.

How to Succeed in Your New Job

Do Reply Expediently

Replying within 24 hours is common courtesy.

Leave someone hanging for any longer and
you are not only perceived as rude—it could
cost you business in the long run. If you’ve
unintentionally kept someone waiting longer
than 24 hours or extenuating circumstances
arose, politely explain the situation and
express your apologies.

Don’t Use Emojis

Those little winking, smiling icons are for text

messages. They are inappropriate and
unprofessional in a business email.
Emoticons may divert emails to a spam filter
or junk mailbox, and it can look immature and
unprofessional.

Do Protect Privacy

Email is public. Even though an email is

deleted, online services and software
programs can access messages on the hard
drive. Before you click “send,” consider what
may happen if a business colleague, your
competitor, an employer, the FBI, or any
unintended recipient reads your email. Think
of it this way: How would my email look if it
were posted on Facebook?

4 Next-Level Email Moves to Upgrade Your

Communications

Don’t Be Negative

It’s inappropriate to email negative

comments. An email in all uppercase letters
connotes anger in an email. These
antagonistic messages cause awkwardness
long after the email has been sent and
received. If you must relay bad news via email,
use objective words and state the facts. Face-
to-face communication is best when relaying
bad news.

Do Proofread

Check and recheck for spelling and

grammatical errors. These errors make you
seem unprofessional and will reduce the
likelihood that the email will be taken
seriously. Email software comes with many
professional tools such as spell check—use
them.

Don’t Forget the Conversation

Closer

By letting the recipient know that a response

isn’t needed, the email cycle doesn’t continue
on in perpetuity. Close with “No reply
necessary,” “Thank you again,” “See you at the
board meeting Tuesday” or “Please let me
know if I may be of further assistance.” End
your email with a closing such as “Best,”
“Best Regards,” “Sincerely,” “Thank you” or
another appropriate phrase.

Your writing,
at its best.

GET GRAMMARLY IT'S FREE

Works on all your favorite websites

Related Articles

WRITING TIPS

8 Tips for Writing Instagram Captions that

Stand Out

WRITING TIPS

19 Email Etiquette Rules to Know

PROFESSIONALS

Crafting the Perfect Résumé Reference List:

Tips and Tricks

Writing, grammar, and

communication tips for your
inbox.

Your email... SUBSCRIBE

Get Grammarly

Grammarly for Your Desktop

Grammarly for Windows

Grammarly for Mac

Grammarly Browser
Extension

Grammarly for Chrome

Grammarly for Safari

Grammarly for Firefox

Grammarly for Edge

Grammarly for MS Office

Grammarly for Google Docs

Grammarly for Mobile

Grammarly for iPhone

Grammarly for iPad

Grammarly for Android

Learn More

Plans

Grammarly Premium

Grammarly Business

Grammarly for Education

GrammarlyGO

Blog

Tech Blog

Education Blog

Business Blog

Features

Grammar Checker

Plagiarism Checker

Citation Generator

Essay Checker

Paraphrasing Tool

AI Writing Tools

Tone Detector

Style Guide

Snippets

Analytics

Brand Tones

Company

About

Responsible AI

Careers & Culture

Press

Affiliates

Partners

Trust Center

Privacy Policy

Terms of Service

Customer Business
Agreement

CA Privacy Notice

Security

Accessibility

Connect

Help Center

Contact Us

Facebook

Instagram

Twitter

LinkedIn

2023 © Grammarly Inc.