It’s a terrible feeling when someone violates email etiquette in the professional workspace but they had no clue that etiquette existed. And everyone at some point in their “email journey” has made that mistake. In today’s world, email is a main form of communication and every employee should be aware of the unspoken rules of email etiquette in a workplace environment. And since there isn’t a specific handbook for communication through email, some trial and error may have to happen since every organization is different. It’s up to you to ask good questions once you’ve found a job and begin onboarding to find any nuances within this form of communication.
To help with some basics, here are 27 unspoken rules for professional email etiquette.
Professional Email Etiquette Rules
1. Use an Appropriate Email Address for Yourself
Make sure there isn’t any confusion with a word in the email address. Email addresses such as “sexymomma,” “big420puff” or even a sports team could paint a picture of the person that may not be true. Just use your name primarily and all the other aliases can be used for a private email address.
2. Use a Concise, Accurate Subject Line
The subject line is just that. It is meant to give a brief overview of what will be discussed in the email. A blank subject, generic or a long one could possibly delay it being opened if the person sees other subjects as more worthy. It’s important to remember that the person you are writing to has about 10-20 emails they are looking at on a screen and the subject will be what sticks out most.
3. Introduce Yourself If You Haven’t Met Yet
The sender should use the email as the same as a “first conversation,” with someone. Introducing oneself helps break the ice and shows respect.
4. Respect the Difference Between “To” and “CC”
The “to” field is for the person who is primarily receiving it. The “CC” field is for anyone who needs to secondarily know the information or just be informed. If someone gets these mixed up it could cause great confusion on who should respond.
5. Don’t Abuse the CC or BCC Field
Everyone doesn’t need to be CC’d on every email. This can cause the “boy who cried wolf” syndrome, thus empowering people to disregard emails. The BCC should be used sparingly and possibly for management’s eyes only.
6. Don’t Abuse “Reply All”
“Reply all” should only be used when everyone needs to hear the response. If a manager is soliciting a response, then said manager should be replied to directly with “reply” instead of “reply all.” And it gets annoying for co-workers to get their inboxes flooded with information that doesn’t pertain to them.
7. Keep It to One Email (Thread) Per Subject
This is pretty self-explanatory but it can be said that it helps the recipient not get sidetracked with missing a response to something important.
8. Keep Your Messages Concise and to the Point
Short, sweet emails that are clear with one call to action are the goal. Less is more when communicating through email.
9. Don’t Use All Caps or Exclamation Points to Make a Point
Tone can be easily misunderstood. Emails should generally have a very neutral tone.
10. Avoid Slang, Emojis, and Text-Speak
In a professional environment, you should use professional language. And definitely refrain from text-speak since many times there are many typos and run-on sentences.
11. Use Bold and Italics to Clarify Meaning or Draw Attention
If there is a specific date or call to action, using bold and italics can help make it easier for the recipient to remember what is most important. However, this should be used sparingly.
12. Use Bullet Points, Lists, and Paragraph Breaks to Make Things Easier for Your Readers
Nothing is worse than a very long email with no breaks or bullets. It requires the recipient to work very hard at distinguishing the breakdown of how the thoughts are separated. Bullet points and paragraphs help the reader to “compartmentalize” the email in thought form.
13. Don’t Get Experimental with Fonts and Colors
Anything that distracts or makes it hard for the reader will inhibit the communication. Keep it simple and refrain from creativity. Aim for clarity over creativity.
14. Use Humor Sparingly Yet Confidently
Humor is another part of communication that can be easily misunderstood. Try bouncing the humor off of someone else first so it doesn’t accidentally detract from the message.
15. Never Send an Emotional Email
This is what “saved to drafts” is best for. It’s okay to write an emotional email but it isn’t okay to send them. Save it in a draft or send it to a friend for them to read. Cooler heads always prevail.
16. Always Re-Read Emails Before Sending Them
Typos and miscommunication can be avoided by taking a few minutes to read the very email that will be sent.
17. Don’t Abuse the High-Priority Marker
This will eventually make other employees or managers possibly ignore the important emails you want them to read.
18. Don’t Forward Chain Letters
Just don’t. After a while, the recipients flag it as junk, so when the needed email is sent, it may end up in a junk folder.
19. Reply Within 1 Business Day If Possible.
Every company or organization should have a response policy. However, most do not have this written down so the employee has to take ownership. A good rule of thumb is to respond within 24 hours and no later than 48 hours.
20. Greet and Close in a Way That Is Appropriate for the Audience
It’s better to stay conservative. A simple “Good morning,” and “Thank you” at the end will suffice. Using phrases to be cute, clever, or funny may come off wrong. These phrases may be, “Top of the morning to you,” or at the end of the email, “Best of Luck,” may convey something that the writer didn’t intend.
21. Use a Signature That Includes Contact Information
This is pretty straightforward but needs to be included. The individual should make sure that the contact information is updated and there are no broken links.
22. Know When an Email Is Not Appropriate
In a world of virtual communication such as texting, it’s important to know when there needs to be a face-to-face conversation instead of an email. An email can be used to set up a meeting, but shouldn’t take the place of meetings where hard conversations need to happen.
23. Reply to Emails Mistakenly Sent to You
This is the same as if mail is delivered to the wrong address. Hopefully, the person with the wrong address will deliver it to the right address. The same is true with email. The way this can be accomplished is by simply responding to let them know this was the wrong person.
24. Learn Appropriate Follow-Up
If it has been 2 business days and there has been no reply, then it is kosher to follow up. The world is busy and the recipient could be busy, dealing with an emergency or never it the send button.
Never send more than three follow-ups (unless specifically instructed otherwise). At that point, they don’t want to have a conversation.
25. If There Is No Action Needed, Say So
Recipients of emails are always asking, “What do I need to know?” “Why do I need to know this?” And, “What do I need to do?” If the email is just for information purposes only, let them know that specifically.
26. Use Away Messages When You’re… Away
When someone is going on vacation or will be away for more than 2 days, they should set up their email to automatically respond to say so.
27. Check Your Spam Folder Periodically
Even the best of emails can somehow end up in the spam folder. A good rule of thumb is to check every week.
Frequently Asked Questions
Here are some common questions Christian employees might ask:
1. How can I ensure my tone is appropriate in a professional email?
To convey the right tone, consider your word choice carefully. Avoid overly casual language or sarcasm, and always re-read to ensure clarity and professionalism.
2. What’s the best way to manage long email chains in professional conversations?
In long email chains, use clear subject lines and summarize previous discussions briefly when responding. This helps maintain focus and prevents misunderstandings.
3. How should I handle confidential information in a professional email?
Only share sensitive information with authorized recipients. Use encryption tools if needed, and clearly mark emails as confidential when appropriate.
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