Mastering Business Email Etiquette: 11 Best Practices

Mastering the art of business email etiquette isn’t just a nice-to-have skill; it’s an absolute must. Still, as important as it is, many people second-guess the basics: Am I too formal? Too casual? Is my message clear, or is it buried under too many words?

In this article, you’ll discover some best practices to make your professional emails stand out. From creating an attention-grabbing subject line to signing off in a way that keeps the conversation going, we’ll dive into the essential details of email communication that many often overlook.

Ready to dive in?

What Is Business Email Etiquette?

Business email etiquette refers to a set of unwritten guidelines that help us communicate professionally through email. These standards are more than just following a formal structure—they ensure your messages are clear, respectful, and efficient.

Practicing proper email etiquette reflects well on you and your organization, which makes you appear more credible and trustworthy. It also helps build and maintain strong professional relationships, as clear and respectful communication often prevents misunderstandings. 

For example, starting your emails with a polite greeting like “Dear Mr. Smith” and ending with a courteous sign-off like “Best regards” shows that you respect the recipient and will likely result in a positive reply.

While email etiquette is composed of unspoken rules, this article aims to concretely outline the best practices for effective business communication.

Email Etiquette Rules and Best Practices To Follow for Professional Emails

Let’s look at some email etiquette rules to incorporate into your email marketing campaigns when sending professional emails.

1. Craft Clear and Concise Subject Lines

Your email subject line sets the stage for your message and can make the difference between the recipient opening it right away or ignoring it.

Nearly half of all clients (47%, to be precise) decide whether to open an email based solely on the subject line. Even more surprisingly, 69% might mark an email as spam because of the subject line.

A clear and concise subject line quickly tells the recipient what your email is about and grabs their attention.

For instance, if you’re emailing to schedule a meeting, a subject line like “Request for Meeting: Project X Timeline Discussion, [****]” immediately conveys the purpose and urgency of your email.

Let’s look at an example of a good subject line from Sender:

The subject line, “Nuggets of Marketing: Why your CTR is low?” gets right to the point by addressing a common issue — low click-through rate — that many marketers often face. It also asks a question that sparks curiosity, making you want to open the email to find the answer.

In addition to clear subject lines, use a thread subject line to continue an ongoing conversation and maintain the context of the discussion.

For example, in follow-up emails, use something like “Re: Request for Meeting: Project X Timeline Discussion” so recipients can quickly recognize the previous conversation.

2. Use Professional Greeting

Another important email etiquette rule is to use a professional greeting, which shows respect and sets the tone for your message. It’s usually your first chance to connect personally with the recipient, so make it count. 

A professional greeting often starts with “Dear [Name],” “Hello [Name],” or simply “Hi [Name],” depending on the relationship with the reader and the formality of the message.

Use Dear [Name] for formal situations or when emailing someone you don’t know well. It’s perfect for job applications, official business emails, or when writing to someone higher up.

Hello [Name] is an excellent middle ground between formal and casual. It’s polite without being too stiff. Use it for most work emails, especially if you already know the person. 

Hi [Name] is friendly and approachable while still being professional. So, save it for colleagues, clients with whom you’re on good terms, and casual business chats. However, when in doubt, it’s always safe to go with a more formal “Dear [Name]” or “Hello [Name].”

Here’s an excellent greeting from Google:

The greeting hits the sweet spot between professional and friendly, perfect for welcome emails, as it sets a positive tone right from the start.

3. Structure Your Email for Easy Reading

The average office worker receives 100 to 120 work emails daily. That’s a lot to handle, so you must get your message across immediately.

Here are some tips to help you out:

• Use short paragraphs. They make your email easier to read.
• Use bullet points or numbered lists to break down information and make it more digestible. For example, if you’re outlining the agenda for a meeting, list the topics as bullet points. 
• Use headers and subheaders to break the text into manageable sections if the email is long.
• Use bold or italics to emphasize important information so you can draw attention to crucial details.

Applying these tips will help the recipient quickly understand what you’re telling them without wading through dense paragraphs, increasing the chances of a favorable response. This is especially true for cold email outreach, when recipients are not aware of your business or expecting your message.

Here’s a great example from Sender:

The main points are laid out in bullet points, making the info super easy to scan and digest. The tips provided are also actionable. They give the reader clear steps to follow, which adds value and increases the likelihood of the customer implementing them.

Additionally, important phrases like “Promotional email sequence” and “Popup and automated email” are bolded, helping recipients identify critical information at a glance.

4. Use Professional but Friendly Language

When crafting your email messages, aim for a professional-but-friendly tone that resonates with your audience.

Steer clear of slang, overly casual language, or jargon that might leave the recipient scratching their head. Instead, opt for clear and concise language that gets your point across effectively.

Why is this important?

A professional tone shows that you respect the recipient and take communication seriously. This can be crucial, especially in a business context, where how you convey your message can impact relationships and outcomes. But you also don’t want to sound too stiff, as that can make you seem unapproachable or overly formal.

For instance, suppose you need to ask a client for feedback on a recent project. Writing, “Hey, can you send me your thoughts on the project ASAP?” might come off as too casual and rushed.

But saying, “Hello, could you please share your feedback on our recent project at your earliest convenience? Your insights are valuable to us as we strive to improve our services,” sounds more professional while maintaining a curtain of friendliness.

5. Be Keen on Email Attachments

When you include file attachments in your emails, be sure to mention them in the email body so they don’t get overlooked. For example, you might say, “I’ve attached [whatever it is] for your review.”

Additionally, always scan your attachments for viruses before sending them, and try to keep file sizes reasonable to avoid any inconvenience for the recipient. If the files are large, use a link to a shared drive instead. This helps readers with email size limits access the information without any issues.

Also, if you’re sending information about services you provide, ensure the attachment or link clearly showcases the benefits and features to the recipient.

6. Use CC and BCC Appropriately

The CC (carbon copy) and BCC (blind carbon copy) fields in an email serve different purposes, so using them wisely is essential to respect your recipients’ privacy and keep the conversation relevant.

Use CC when you want to include someone in the email just to keep them in the loop without expecting a reply. For example, you might CC colleagues who need to know about the conversation but don’t need to respond.

BCC is great for sending emails to a large group while keeping everyone’s email address private. This is particularly useful for things like company announcements, where you don’t want recipients to see each other’s contact information.

7. Encrypt Sensitive Information

Think of encryption as putting your message in a secure, virtual lockbox that only the intended recipient can open. That way, even if someone intercepts your email, they can’t read the contents without the key.

Encrypting sensitive information protects you and your recipient from data breaches and cyberattacks. In 2023, the Federal Bureau of Investigations (FBI) received over 55,000 complaints of personal data breaches. That’s a lot of complaints and the reason you need to encrypt your emails if you’re handling sensitive information like financial data.

It’s much more crucial if you’re communicating with a business partner, as you may deal with confidential information, such as client details, contracts, and proprietary data. A security breach of any of this info can lead to severe consequences, including legal troubles, financial losses, and damage to your reputation. 

Encrypt sensitive emails to secure business communications, maintain trust with partners and clients and safeguard your integrity.

8. Include a Clear Call-to-Action (CTA)

A clear CTA tells the recipient exactly what you want them to do next. It could be anything from “schedule a meeting” to “download the report” or “reply with your feedback.”

Without a clear CTA, your email can feel vague and leave the recipient unsure about what to do next. The result? Delays in replies, misunderstandings, or your email being ignored altogether. Clearly state what action you want email recipients to take so that it’s easier for them to respond appropriately.

Credit Karma’s email is a good example:

The CTA is straightforward and easy to understand. It clearly tells the recipient what action to take next, without any ambiguity. It’s also directly related to the content of the email. The company informs the client about a new account affecting their credit report, and the CTA provides a logical next step to view details about the card.

9. Use a Proper Closing and Signature

Your email’s closing is as important as its opening. It should express gratitude and invite further conversation. A thoughtful closing sets a positive tone for future interactions and can affect how the recipient views you and your organization. 

Use closings like “Best regards,” “Sincerely,” or “Thank you,” followed by your name and, ideally, your position and contact information. A professional email signature makes it easy for the recipient to know who you are and how to reach you if necessary.

Here’s a good example: 

Best regards,

[Your Name] 

[Your Position]

[Your Contact Information]

10. Proofread Before Sending

Before you hit send, take a moment to review your email for any spelling mistakes or grammatical errors. A well-written email shows professionalism and attention to detail.

Use tools like Grammarly, or even better, ask a colleague to review important emails since a simple error can distract from your message or, even worse, undermine your credibility. For instance, misspelling a name or using the wrong title can come across as careless and might affect how the recipient responds to your message.

11. Set Out-of-Office Messages

When you’re away from work, whether for a vacation, a business trip, or just a day off, it’s essential to set an out-of-office message on your email. This automatic reply lets people know you’re unavailable and when they can expect a response from you.

Automatic messages are important because they help manage expectations. If someone emails you and doesn’t get a reply, they might wonder if you’re ignoring them or if their message got lost. An out-of-office message clears that up right away. It’s also a great way to provide alternative contact information of someone they can contact while you’re gone.

Here’s a template you can use:

Hi there,

Thanks for reaching out. I’m currently out of the office and will return on [****]. During this time, I will have limited access to email. If your matter is urgent, please contact [Alternative Contact’s Name] at [Alternative Contact’s Email]. Otherwise, I will respond to your email as soon as I return.

Best regards,

[Your Name]

Conclusion

Following proper business email etiquette isn’t just about ticking off rules; it’s about making communication clear, respectful, and efficient in the business world.

By following the email etiquette tips above in your written communication, you’ll make your business emails more effective and keep your professional relationships strong. So, take these tips to heart and watch your email game transform for the better. Happy emailing!

Frequently Asked Questions

What Should I Include in My Email Signature?

An email signature shares your contact information while adding a professional touch to your emails. Make sure to include your full name, job title, company, phone number, and email address.

You can also add your business logo, social media profiles, and links to your company website to complete the look.

Is It Appropriate To Use Emojis or Slang in a Professional Email?

It’s generally best to avoid using emojis and slang in professional emails. These elements can undermine the tone of your message, as recipients may misinterpret them.

While emojis can convey emotions in casual conversations, they lack the nuance needed for professional communication and might come across as unprofessional. However, there are exceptions depending on your industry’s culture and your relationship with the recipient. When in doubt, it’s safer to stay formal.

How Do I Follow Up on an Important Email That Hasn’t Been Answered?

Wait for an appropriate response window — typically a few business days — before sending a follow-up message. When you do send a follow up email, start with a polite reference to your previous message and add a brief note to show your interest in a response.

For example, you could say, “I hope you’re doing well. I’m following up on my previous email about [topic] sent on [****]. I know you’re probably busy, but I’d really appreciate any updates you can share.”

This way, you’re respecting their time while emphasizing the importance of your request.

Can I Use Humor in Professional Emails?

Using humor in professional emails can be tricky. On one hand, it can make your messages feel more personal and engaging. On the other hand, not everyone might get your jokes, and they could be misinterpreted or seen as inappropriate in a professional setting.

If you do decide to add some humor, keep it subtle and relevant to the topic. Most importantly, make sure it’s something that won’t offend the recipient.

What Should I Do if I Accidentally Send an Email With a Mistake?

Most people appreciate the honesty of addressing mistakes. So, if you realize there’s a mistake in your email after sending it, send a follow up email immediately that apologizes for any confusion and provides the correct information.

How Do I Politely Decline a Request via Email?

When declining a request, it’s important to be polite and provide a clear reason for your decision. Start with a positive note, acknowledge the request, and then explain why you can’t fulfill it. 

For example: “Thank you for reaching out about the collaboration opportunity. Unfortunately, due to our current workload, we won’t be able to participate at this time. We appreciate your understanding.”

Can I Forward Emails Without Permission?

No. Forwarding emails without the original sender’s permission can be considered a breach of trust, especially if the content is sensitive or confidential. Always ask for permission before forwarding someone else’s email, and provide context to the new recipient about why you’re sharing the information.

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