Essential Email Etiquette: 15 tips for Successful Email Communication

Email has become a primary method of business communication. Consequently, how you convey your message is equally important. Email etiquette can project professionalism, improve your business reputation, promote efficiency, and protect your organization. When sending an email, you represent yourself as well as your company. Below are 15 rules to keep in mind before you hit send.

• Write a clear, concise subject line that reflects the body of the email
• Do not leave the subject line blank
• Avoid ambiguous subject lines like “Hi,” “Touching Base” or “FYI”  

• Begin your email with phrases such as “Good Morning,” “Good Afternoon,” “Good Evening”
• To be more formal, use “Dear” and then the recipient’s name 
• Do not to shorten a person's name unless you have been given permission to do so

• Introduce yourself by first and last name with some background information in the first few lines
• Create your message as a stand-alone note, even if it is in response to a chain of emails
• Don't assume the recipient knows what you are talking about

• Avoid Abbreviations, Short Form, One-liners and Jargon
• Emojis are inappropriate and unprofessional in a business email
• Use exclamation points sparingly
• Keep it clean

• Your e-mail greeting and sign-off should be consistent with the level of respect and formality of the person you're communicating with
• Be aware of tone
• Avoid both humor and sarcasm

• Give a timely and polite reply to each legitimate email addressed to you
• Replying within 24 hours is common courtesy
• Inform the sender if their email was sent to the wrong recipient

• Give the attached file(s) a logical name so the recipient knows the subject
• Reference the attachments in the body of the email
• Double check you are attaching the correct files  
• Provide a warning when sending large attachments

• Ask permission before sending sensitive material
• Before you click “send” consider what may happen if a business colleague, your competitor, an employer, or any unintended recipient reads your email
• Avoid giving out e-mail addresses to a third party

• Do not hit "reply all" unless every member on the e-mail chain needs to know

• Keep it short and get to the point
• State the purpose of the e-mail within the first two sentences
• End the email with an "action item"

• Read carefully and understand what is being asked of you before you reply
• Ask yourself, “Why am I receiving this and what should I do next?”

• Never send an angry email, or give a quick, flip response
• Give your message some thoughtful consideration before sending it

• End your email with a closing such as “Best,” “Best Regards,” “Sincerely,” “Thank you” or another appropriate phrase
• Include a signature with contact information; you never want someone to have to look up how to get in touch with you

• Check Grammar, Spelling and Punctuation
• Excessive errors are unprofessional and will undermine your message's credibility
• Email software comes with many professional tools such as spell check — use them

• When a topic is very complex and may generate too many questions and confusion, don't handle it via e-mail
• Don't speculate on intent