Email Communication Etiquette

Introduction
• The speed of zipping off an
email has made it the
preferred method of
communication.

• Following proper etiquette

is essential to prevent
miscommunication or hard
feelings.
17 Business email etiquette rules

Choose Professional Email Account Names

Always Use a Meaningful Subject Line

Use priority flags with discretion but remember that Not

Every Email is "High Importance“

Respond Timely to Emails Received

Reply with caution - Familiarize
yourself with email tools.

Use Out-of-Office Email Tool

Keep it brief - Send Only Clear and

Concise Emails

Stay away from offensive comments.

Don't shout.

Be Sensitive and Approachable

Watch your tone.

Don't Attach Massive Files

Don't Send Extravagantly Formatted Emails

Don't assume privacy.

Keep Business and Personal Emails Separate

Think Before You Send That Email - Edit

your messages.

Sign your name.

1. Choose Professional Email Account Names

• When creating an email account name always use

your own name as part of the email address.

For example: ahmed.asif@google.com, or

mehwishnoor@yahoo.com.

• Avoid nicknames or immature usernames.

For example, do not use:

cricketlover@agoogle.com, or
princess@hotmail.com or daddycool420@gmail.com
and so on.
 2. Always Use a Meaningful Subject Line

• Blank subject line = spam or

ignored.

• Subject line should be relevant

to the contents of your email.

• Keep the subject line as short

as possible.

• This will encourage quicker

response too.
 3. Use priority flags for Email of "High Importance”

• Flag an email as "High Importance"

or "Rush".

• use it when necessary.

• Using it too much will eventually

make your recipients ignore the
"importance" flag.
 4. Respond Timely to Emails Received

• Don't make people wait too much for a reply.

• Respond promptly with a clear and concise reply. 

• If you need more time to research an answer or gather more

information, tell your email sender when they can expect a
reply. 

• This rule is more of a common courtesy than a rule of email

etiquette.
 5. Reply with caution - Familiarize yourself with
email tools.

• “to”, “cc” and “bcc” fields.

• The main recipient - “to” field.

• When you need to copy someone -

“cc” or carbon copy field.

• If someone needs to be copied without

the others on the list receiving his or
her email - “bcc” or blind carbon copy.
• Avoid the urge to hit “reply
all”.

• you might end up sending

unnecessary information to
people you don’t know.

• The only time you should

click “reply all” is if you are
sure everyone needs the
information you are sending.
 6. Use Out-of-Office Email Tool

• out-of-office tool - automatically

respond to incoming email.

• This way the sender will not

expect a timely reply.

• Make sure your automated

reply tells the sender when they
can expect a reply.
 7. Keep it brief - Send Only Clear and Concise
Emails

• Avoid long emails that contain unnecessary

information and irrelevant facts.

• If you need a decision, ask for it.

• If you need information, ask for it.

• If you need action, ask for it.

• Don't make your reader wonder why you are sending
this email.

• For a longer message start with an introductory

paragraph letting people know the basics.

• If you have more than one topic, split your message into
more than mailing, with one topic per email.
 8. Stay away from offensive comments.

• Avoid offensive comments in your email.

• This includes racist, sexist, or negative remarks about

another person or company.

• If you receive an offensive email, don’t reply or forward it

to anyone.

• Never use email to say anything that can be

misconstrued to your boss.
 9. Don't shout.

•  Remember that when you type in

all CAPS, your email comes across
as shouting.

• Some people think it makes their

message easier to read, but that
isn’t the case.

• Use a font that is easy on the eyes

when read in standard case letters.
 10. Be Sensitive and Approachable

• Think about how the other person will react

to your email.

• Would a personal visit be more appropriate?

• Never use email to terminate a relationship

or contract.

• In professional business correspondence,

always include a signature line that gives
alternate ways to contact you

(i.e. telephone numbers, street address, cell

phone, etc.)
 11. Watch your tone.

• Maintain a positive tone in your email

communications.

• Remember that snarky remarks may

come across as mean-spirited rather
than funny.

• You should always avoid sending angry

emails, or you may risk offending
someone you work with or care about.
 12. Don't Attach Massive Files
•  You never know how or
where your recipient will be
accessing their email.

• Mobile devices – bandwidth

– hang.

• If you need to send a large

file, contact the person first
and ask them how they
would like to receive the file.
13. Don't Send Extravagantly Formatted Emails

• Keep all emails professional

looking.

• Don’t use multicolored fonts

and pictures for backgrounds.

• The company logo and

signature line will help you
project a professional image
in your emails.
 14. Don't assume privacy.
• Keep in mind that your company and
personal email may not be private.

• Your company has the right to read

anything sent from the office.

• So never write and send personal or

highly sensitive information from work.

• Personal email from home may be

forwarded, so don’t put anything in
writing that could cause a problem if it
reaches the wrong person.
15. Keep Business and Personal Emails Separate

• Do not use your business

email for personal
correspondence.

• Even if you own your own

business, it is a good idea to
have two separate email
accounts.
 16. Think Before You Send That Email - Edit
your messages.
• Edit your emails before you send them – use spell checker.

• Think before you press the "send" button. 

• Is it something that should not be sent in an e-mail?

• Is it of a personal nature and not appropriate to use the

company's email system?

• Is there a chance that you may regret sending this e-mail

at a later date?

• If so, press the "delete" button instead.

 17. Sign your name.

• Don’t forget to sign your emails.

• The recipients may get annoyed if they have to scroll up and

figure out who sent them the message.

• If you have a signature line, keep it updated with the proper

email address and phone numbers.