Email etiquette refers to the set of rules and best practices for writing and managing emails in a professional, respectful, and effective way. Here's a breakdown of key email etiquette principles:
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✅ Basic Email Etiquette Tips
1. Use a Professional Email Address
• Preferably use your name (e.g., john.smith@example.com).
• Avoid nicknames or unprofessional handles.
2. Use a Clear and Relevant Subject Line
• Be specific and concise.
o ✅ Good: “Meeting Reschedule – Friday at 3 PM”
o ❌ Bad: “Hey” or “Important”
3. Use a Professional Greeting
• Examples:
o “Dear Mr. Smith,”
o “Hi Jane,”
o “Hello Team,”
• Avoid casual greetings like “Hey” in formal settings.
4. Get to the Point Quickly
• Open with the purpose of the email.
• Use short paragraphs or bullet points if needed.
5. Be Polite and Courteous
• Use “please,” “thank you,” and respectful language.
• Don’t type in ALL CAPS (it sounds like shouting).


6. Use a Professional Tone
• Match the tone to the context (formal, semi-formal, casual).
• Avoid slang, emojis (in professional emails), or sarcasm.
7. Proofread Before Sending
• Check for:
o Grammar and spelling errors
o Correct attachments
o Correct recipients
8. Use Proper Sign-Offs
• Examples:
o “Best regards,”
o “Sincerely,”
o “Thanks,”
o “Kind regards,”
• Include your name, title, and contact info (in professional settings).
9. Be Cautious with “Reply All”
• Only use when everyone truly needs to be in the loop.
10. Use CC and BCC Appropriately
• CC: For visibility (not action).
• BCC: To hide addresses or avoid reply-all loops.
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🕒 Timeliness and Responsiveness
• Try to respond within 24–48 hours.
• If you need more time, acknowledge the email and give a timeframe.
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📎 Attachments
• Mention the attachment in your message (“Please see the attached PDF”).
• Ensure files are correctly named and not too large.
• Use common formats (PDF, DOCX, XLSX).
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❌ What to Avoid
• Rambling or unclear messages
• Forwarding long email chains without context
• Using red fonts or excessive formatting
• Overusing “urgent” or “high importance” tags