American workers receive 120 emails daily and write at least 40 on average. Regardless of their profession—whether they are scientists, engineers, pharmaceutical executives, or young career professionals—this reading and writing of emails takes up to three hours of the workday every day.
And yet, if you asked the majority to list five email etiquette rules they always follow, chances are few would be able to provide any answers.
That is because their use exploded shortly after emails were introduced in the workplace. Instead of just being an electronic version of mail, they became the replacement for all sorts of communications, including meeting notes, assignments, phone calls, and even some in-person meetings.
The result of having our inboxes as a catch-all for so many divergent communication functions is that many people have no idea what email etiquette is and why it’s in their best interest to follow it.
What is email etiquette?
It’s using appropriate language, tone, and format to effectively and professionally convey a message. Those factors are not stagnant – they change depending on the audience.
Why is practicing basic email etiquette important?
Email etiquette helps cement your reputation as a competent, reliable, and trustworthy employee.
It increases:
Professionalism – Proper spelling, grammar, structure, and tone portray you as competent and reliable, while sloppy emails suggest the opposite.
Clarity – Well-organized, concisely written emails are more accessible for recipients to digest and act upon. Streamlined communication saves everyone time and headaches.
Credibility – Etiquette shows recipients you respect their time and care about communicating effectively, which builds trust in you as a colleague.
Productivity – Structure like subject lines, openings, and bullet points help recipients quickly prioritize and respond to your emails, keeping projects moving.
Collegiality – Considerate phrasing and prompt replies demonstrate your concern for colleagues. This helps relationships across an organization.
Influence – Savvy email users masterfully shape conversations using timing, language, and format. Etiquette and skill unlock email’s potential as a persuasion tool.
Simply put, proper etiquette makes you look like someone who can get things done efficiently while also building rapport. That powers your influence and opportunities in an organization.
Common Email Etiquette Pitfalls
While principles of good email etiquette are simple, executing them consistently takes effort.
Some common pitfalls include:
Unclear subject lines – Vague, cryptic, or missing subject lines irritate recipients and get emails missed.
Walls of text – Giant blocks of text are daunting to read on screens. Lack of formatting or concise writing overwhelms readers.
Grammar and spelling errors – Mistakes make you look careless. Proofreading is a must.
Wrong tone – The email’s lack of verbal and physical cues makes unintended tones easy. Pay close attention to how phrases might land.
Delayed replies – Leaving emails unanswered for days is inconsiderate to colleagues and drags out communication.
Lack of structure – Jumping around topics and not signaling intent leads to confusion and unnecessary clarification emails.
10 Common Email Faux Pas That Make You Look Unprofessional
1. Using an Unprofessional Email Address
Your email address creates the first impression recipients have of you. Using an unprofessional, immature, or inappropriate email can immediately undermine credibility.
For instance, email addresses like BeerPongMaster@ or SexyMama123@ come across as unprofessional. Even if an email like BigDaddy@ was cute in college, it doesn’t convey professionalism.
Stick to simple, professional formulas like YourName@ or FirstName.LastName@. For example, John.Smith@ looks polished and put together.
If you’re job hunting, create a professional email for resumes and applications. This ensures hiring managers see an address like Janes.Doe46@ instead of PartyAnimalJane@.
2. Neglecting a Subject Line
The subject line provides critical context about your email’s content and purpose. When you leave it blank, recipients open your email without key details to frame their understanding.
Though it takes a few extra seconds, always include a descriptive, meaningful subject line. A quick tip: open with a power word like “Update” “Request” or “Reply Needed” so readers instantly grasp your intent.
3. Using Vague Subject Lines
On the other hand, just writing “FYI” or “My Thoughts” without any other information doesn’t provide enough context. Imagine if every email you got today had those subject lines – you’d have to open each one to determine its purpose.
Instead, summarize the email’s main point or purpose in a few concise words. For instance, “Team Meeting Rescheduled for Friday 3 pm” instantly conveys the key details.
Writing Like You Talk
While informal emails still require professional language, proper grammar, and punctuation. Writing like you talk in casual conversation creates a poor impression. Consider this example:
“Hay jake, just wanted to shoot ya a quick email about r meeting next week. lets plan on doin it monday round 9 cuz i have a doctor appnt tues morning that i forgot bout. k thanks, carol”
This overly casual tone and lack of punctuation look unprofessional. Write emails as you would any business communication, with care for proper language and the thought that they could appear on the front page of a national newspaper.
4. Using Excessive Exclamation Points
Many people in business suffer from exclamation point bias. They incorrectly see this as a frivolous punction mark, not realizing that the exclamation point conveys enthusiasm, warmth, and excitement. While there is nothing wrong with using exclamation points, more exclamation points are not better when it comes to business correspondence. Try to limit your exclamations to one per email.
5. Writing in All Caps
IT LOOKS LIKE YOU’RE YELLING WHEN YOU WRITE IN ALL CAPS. This aggressive tone is jarring in most business situations. Reserve all caps only for when you genuinely need high emphasis. Even then, italicize or bold words instead of all caps if possible.
6. Making Demands
Saying “Send me that report by noon” sounds demanding and abrasive. Instead, I graciously request what you need: “Could you please send me that report today if your schedule allows it?” Giving context also helps: “The client needs that report by 1pm, so if it’s possible to get it to me by noon that would be great.”
7. Overusing “Urgent”
When every other email says, “URGENT REPLY NEEDED,” urgent starts to lose its meaning. Recipients get overwhelmed trying to address each apparently urgent request. Reserve this label only for truly time-sensitive issues, not just to get someone’s attention. Overusing urgent undermines its impact when there’s a genuine emergency.
8. Forgetting a Greeting
Starting an email without any greeting feels jarringly abrupt. Adding something as simple as “Hi Jane” helps ease the recipient into the email with a warm, friendly tone. Open with a professional greeting like “Hi [Name]” or “Hello [Name],” before diving into the email’s main content.
9. Getting Too Casual
Using overly casual or familiar language risks crossing professional boundaries. For instance, calling your boss “Hey girl!” or “Thanks hon!” likely feels too unprofessional. Stick to formal names unless you have an established rapport that includes nicknames or terms of endearment. When in doubt, err on the formal side.
10. Failing to Proofread
Typos, missing words, and sloppy formatting leave a negative impression. Always proofread emails carefully before hitting send. Reading your email aloud helps catch errors your eyes may skim over. Wait 10 minutes before proofreading to approach it with fresh eyes when possible. A little extra editing goes a long way in polishing your professional communication.
Email Etiquette rules fluctuate depending on the audience. To learn some tips and tricks for different audiences, be sure to read (Email Etiquette Dos and Don’ts for Specific Workplace/Generational Situations)
Conclusion
Mastering email etiquette is crucial for professional success in today’s digital workplace. Proper email practices can significantly enhance professionalism, clarity, and influence within your organization. However, consistently applying these principles requires ongoing effort and skill development.
To elevate your email communication skills and avoid common pitfalls, consider investing in TrainSmart’s comprehensive email etiquette training. Our expert-led courses will equip you with practical strategies to craft impactful emails, build stronger professional relationships, and boost workplace effectiveness.
Take the next step in your professional development:
- Visit TrainSmart’s website to explore our email etiquette training options
- Sign up for an upcoming session to sharpen your skills
- Start communicating with confidence and impact
Don’t let poor email habits hold you back. Invest in your future with TrainSmart’s email etiquette training today.