A Guide to Writing Professional Office Email Etiquette

Email correspondence within the workplace should be nothing short of professional. Whether it’s to customers, clients, colleagues, or shareholders, there are standard practices you should be familiar with. And we’re here to guide you with everything you need to know about professional email etiquette in the office.

A professional email never fails to leave a lasting impression. And by following these simple rules, you can maintain a positive and professional reputation in the office. Are you ready to level up your emails? Let’s get into it!

Importance of Professional Email Etiquette

Emails have become the primary communication medium for many people in their personal and professional lives.

While it is quick and convenient communication, it is essential to remember that emails can be forwarded and archived. Hence, it is crucial to be mindful of your language and the impression you give in your messages.

Email etiquette is essential in the professional world for several reasons. They can help:

• Show that you are respectful and considerate of others
• Create a positive impression and establishes trust.
• Avoid misunderstandings and miscommunication. 

12 Important Rules of Professional Email Etiquette in the Office

Use a Clear, Professional Subject Line.

Let your recipient know what your email is about through your subject line. Many people decide whether to open an email based on what’s written on the subject.

Focusing on the subject line makes it easier for someone who receives hundreds of emails per day to sort through their inboxes.

Double Check You Have the Correct Recipient

Nothing is worse than sending an email to the wrong recipient or sending a confidential document to the incorrect client or company.

This is why ensuring you enter the correct recipient email address is crucial. It will only take seconds to check if the email address you have matches those on their LinkedIn profiles!

Ensure You CC All Relevant Recipients

It’s considered unprofessional to leave out a colleague or client from a relevant email chain. Respect the authority of those who should be informed about a given subject. They must be kept in the loop.

You Don’t Always Have to “reply All.”

This is a common dilemma for both new and experienced employees. Not everyone will need to know about your reply to a particular email thread. So before you click on that “Reply All” button, think it through if your response will be relevant to everyone.

Include a Signature Block

Your recipient may not know anything about you, and they may be skeptical of the authenticity of your email. As such, it’s only right to include your full name, title, company, and contact number in your email signature.

Use the Appropriate Level of Formality.

Your tone and the salutations you’ll use will mainly depend on your relationship with the recipient. But some general practices include using “please” and “thank you” where necessary. It’s also best to end your email with the appropriate closing phrases like “Kind regards,” “Thank you,” or “Sincerely.”

Keep Emails Brief and to the Point.

With busy work schedules, nobody has the time to read an enormous chunk of text. If you have questions or concerns that need deeper discussion, you can always follow up later or suggest a call or meeting instead.

Mention Included Attachments

Do not attach a file without mentioning it in your email message. You can say something simple like, “I’ve attached a few photos/files to this email” this will help your recipient know what to expect.

Don’t forget to make sure all attachments you mentioned are included in the email! This is a common mistake that can happen to the best of us. It’s easy to turn all your focus on your message and completely forget to attach your files. Before you begin writing, it’s best to attach any necessary files.

Use the Blind Carbon Copy (BCC) Field Sparingly.

People who are added to the BCC field won’t be able to see other people’s email addresses in the thread. You can use this if you’re sending an email to multiple recipients who don’t know each other.

Use the “To” field if you are connecting recipients. You can also use this field to make everyone’s email visible. Don’t use the “BCC” field to add additional, unidentified recipients to the loop.

Think Twice Before Forwarding

Always forward emails with caution. You need to be careful not to forward sensitive information about you or the company. Consider, as well, whether the message is valuable to the recipient.

If you forward an email, it is vital to summarize the discussion and let the recipient know what needs to be said. You should also edit any unnecessary information out of the email, like forwarding signs, other email addresses, subject lines, and previous commentary.

Limit Back-and-Forth Exchanges

If you find yourself in back-and-forth emails, don’t hesitate to talk face-to-face instead. Emails are a valuable medium for communication, but they can be prone to miscommunication. You can resolve back-and-forth email messages by picking up the phone or meeting with the recipient in person instead.

Proofread Every Email You Send

There’s nothing that spells unprofessional than a sloppy email filled with spelling and grammatical errors. This will look rushed to your recipient, which can reflect poorly on your professional career and the credibility of your message. So before you hit that send button, always, always proofread.

Final Words

Email etiquette sets the tone for how the recipient will perceive you. If you come across as rude or unprofessional, that will reflect poorly on you and your company. Conversely, if you take the time to craft a well-written and courteous email, that will leave a positive impression.

Professional email etiquette in the office isn’t all that complicated. By using proper email etiquette, you can ensure that your messages are received in the way that you intend. And with the help of this guide, you’ll be well on your way.