How to Write an Email: Etiquette Tips

Opening your email inbox can be like opening a Pandora’s box of inadequate grammar, poor spelling, and bad taste. 

Consider what impressions your emails make on others. With more than 294 billion emails sent and received daily, it's always the right time to set your emails apart from the pack. This not only applies to professional environments but to your personal digital correspondence as well.

Follow this 12+1 steps and improve your email etiquette.

1. DO make sure your e-mail includes a courteous greeting and closing. Helps to make your e-mail not seem demanding or terse.

2. DO spell check - emails with typos are simply not taken as seriously.

3. DO use proper sentence structure. Is the first word capitalized, and is there appropriate punctuation? Multiple instances of !!! or ??? are perceived as rude or condescending.

4. DO NOT type in all caps. That's yelling or reflects shouting emphasis.

5. DO make the subject line meaningful. A “Hi” or “Hello” won’t do. Often, those subject lines end up marked as spam.

6. DO NOT forward email without permission. Why take responsibility for passing along something that was addressed only to you?

7. DO remember the reader cannot see your face or understand the tone from the email so be careful what you say.

8. DO state right up front why you're writing, within the first two lines of the message. Don't count on recipients to read to the end to figure out what you want.

9. DO NOT ever put anything in an e-mail that you would be uncomfortable sharing with the entire world.

10. DO NOT introduce a new topic in the middle of an e-mail thread. If you're changing the subject, create a new message with a different subject line.

11. DO avoid mood mail. It is better to avoid sending an email that contains strong emotions. If you are angry or upset with someone, take time to calm down before writing the email.

12. DO NOT be too lengthy.  If you have a lot to say, send a memo, letter, or provide details in an attachment.

+1 DO NOT keep people waiting for a response. Answer as soon as possible. A good time management rule to use for standard response is within 24 hours.

Do you agree with all of these? What is your approach to sending emails? Comment below or tell us on our Facebook page!

For more tips on writing emails, read our guide on How to Write a Business Email.