5 Keys to Email Etiquette


One of the most effective tools of communication in the business arena is an email. Millions of emails get transferred from one point to another on a daily basis carrying almost all sorts of information. In fact, various studies have shown that by the year 2017, over 132 billion emails will be sent and likewise received in the business space alone.

Hence, it becomes vital for you to understand the basic etiquettes that leave a great impression about the sender of the email in the mind of the receiver. In order to ensure that your email does not miss from attaining the right goal, you should try to focus on adopting certain rules that can ensure that you avoid sending emails that may leave you embarrassed at a later stage, or may prove detrimental to your professional career.

Mind your email Ps and Qs

Writing a professional email is not a difficult task. All you need to have is a focused approach riding a few simple steps. They are among the key points that can make your draft a quintessential business email:

  1. Use a Professional Email Address While Writing a Business Email

  • If you are working for a company, it would be better if you use the official address assigned to you.
  • However, if you are utilizing a personal account, ensure that your email address conveys your full name.
  1. The Subject Line Should Be Precisely Focused

  • It should be direct and to the point.
  • The subject should always be the crux of the body of your email.
  • Writing the subject matter in all caps or all lower case can leave an unprofessional impression on the recipient.
  1. There Should Be a High Degree of Formality in the Body of the Mail

  • Refrain from using colloquial salutations.
  • Always begin with a brief introduction of yourself if you are writing to the recipient for the first time.
  • Avoid using abbreviations, emoticons, one-liners, jargons and slangs as these make your email appear informal.
  • Maintain privacy and discuss matters which are relevant.
  • Be discreet with confidential topics.
  • If you are sending a large file, be courteous enough to give a heads up.
  1. The Adroit Way to Respond to a Business Email

  • A timely response is always appreciated.
  • Use the Cc and Bcc fields only when it is necessary to involve other associates in the loop.
  • Remember, the ‘reply all’ feature should be used only when there are too many people involved and all of them are needed to be addressed.
  1. Keep your signature neat and clean

  • Your signature should consist of your name, company name and phone number in clear and bold.
  • Including a link to your website is also a plus point.

It doesn’t end there! Don’t forget to give a second glance before sending the final e-mail –

It is very easy to write a business email than you would have ever imagined. Keep in mind, your email reflects the kind of person you are and a well-written mail can speak volumes about professionalism and civility. Evaluate your email subject and body before you hit the ‘send’ button. Most importantly, proof read and do a quick spell check to avoid any grammatical and punctuation errors. It would be great if you re-check the ‘To’ field as It will eradicate every iota of doubt about the email missing its soul meaning. While you are writing a business email, calm down first and then start writing. An infuriated mind may deviate you from your target and make blunders that you might regret later. Since nobody likes a scattered and disorganized person, so it is time to rise above the league because mastering professional email etiquette can take you a long way. There you go!

Rahul Malhotra
Rahul is the Co-Founder and CEO at HeadHonchos.
He has close to 14 years of experience across the executive search, recruitment, retail and internet verticals. One of the first to come on board, he holds an MBA degree from IMI, Belgium and a Diploma in Information Technology from Swinburne, Australia

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