---
title: "Essential Email Etiquette: 15 tips for Successful Email Communication"
description: BRI Marketing Manager Natalie Miranda gives her top 15 tips for writing professional, effective emails that represent your company well.
---

[Blog ](https://benderrosenthal.com/blog)

# [Essential Email Etiquette: 15 tips for Successful Email Communication](https://benderrosenthal.com/blog/essential-email-etiquette)

 Written by [Natalie Miranda](https://benderrosenthal.com/blog/author/natalie-miranda) | Jun 17, 2024 5:00:00 PM

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.

*** 1.  HAVE A CLEAR SUBJECT LINE  ***

- 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”  

*** 2.  ****USE A PROPER SALUTATION  ***

- 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

*** 3.  ****WRITE AN INTRODUCTION  ***

- 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

*** 4.  ****MAINTAIN PROFESSIONALISM  ***

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

*** 5.  ****KNOW YOUR AUDIENCE  ***

- 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

*** 6.  ****REPLY PROMPTLY TO ALL EMAILS  ***

- 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

*** 7.  ****REFERENCE, LABEL AND TRIPLE CHECK ATTACHMENTS  ***

- 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

*** 8.  ****MAINTAIN PRIVACY  ***

- 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

*** 9.  ****BEWARE OF USING “REPLY ALL”  ***

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

*** 10.  ****KEEP IT CONCISE  ***

- 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"

*** 11.  ****ANSWER WHAT IS BEING ASKED (MY PERSONAL FAVORITE!)  ***

- 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?”

*** 12.  ****DON’T EMAIL ANGRY  ***

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

*** 13.  ****ALWAYS INCLUDE A SIGNATURE  ***

- 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

*** 14.  ****PROOFREAD EVERYTHING  ***

- 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

*** 15.  ****WHEN IN DOUBT, PICK UP THE PHONE  ***

- 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

[View full post](https://benderrosenthal.com/blog/essential-email-etiquette)

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