Good email etiquette involves a sense of care for each other's time and attention. While no email etiquette rules are set in stone, some offer better rules of thumb than others. Here are our top tips for developing good email etiquette.

1. Starting a new message

Before sending a new message, it's best to double-check your account settings. Make sure to include your full name in your "from" address. (Some email clients default your "from" as just your email address, but it's better to add your full name.)

Now, what to do with new emails, replies, and forwards? 

Do:

• If you're starting a new email, double check that you’re sending from the right email address. Many of us have multiple email addresses, often managed via the same inbox — you don't want to mix up accounts, confusing the recipient.
• For a new email, if there are additional recipients, aside from the main recipient, who should be included, add them under CC or BCC.
• If you're replying to an email, be deliberate about choosing Reply or Reply All. Sometimes it is polite to Reply All to give everyone visibility of the conversation, even if you don't expect a reply from them. 

Don't:

• Send replies late at night (except in an emergency). If you're clearing through your email at a late hour, use scheduling features to send your reply at a time that is more appropriate for the recipient. 

2. Subject line

Your subject line should communicate key information so your recipient can grok your message with a glance. 

Do:

• Write concise subject lines. Try to convey the purpose of the email in as few words as possible.
• Include details like dates, titles, or company names, that will help your recipient understand who you are and why you're contacting them.

Don't:

• For professional emails being sent between business and client or business to business, don't use emojis. 

3. The greeting

Before jumping into the body of the email, you should properly address someone. This is especially crucial if this is a cold email in a professional setting. 

Do:

• Use the recipient's name. This can be with a "Dear Jane," or even just "Hello" in a more familiar or casual setting.
• Introduce yourself with your name, job title, and company name when suitable.

Don't:

• Avoid casual salutations such as "Hey" in a business setting, which can come off as informal. 

4. The body

Effective emails include a clear, compelling body, avoiding miscommunication which can cause unnecessary strain and delays.

Do:

• Be concise.
• Let the recipient know the reason for your email and any action you'd like them to take, such as replying by a certain date or clicking a link to fill out a form.
• Use punctuation and formatting to emphasize important details. Formatting the main points in italics or bold type can help, as can breaking separate points into distinct paragraphs. 

Don't:

• Use confusing abbreviations or acronyms. While some terms may be commonplace with your colleagues, they may not be familiar to others.

5. The sign-off

Close loses your message on a professional and polite note. 

Do:

• Sign off with something simple like "Sincerely" or, if appropriate, "Thank you."
• Include your name, job title, and company. 

6. Email signature

Your email signature should reinforce who you are, and how you can be contacted.

Do:

• Include your full name, company name, title, phone number, company website link, and, if appropriate, social media links.
• Keep your signature neat and cohesive in colors and fonts, and provide only information that is essential.
• If your email signature can apply to any situation, save yourself time by saving your signature in your email client. 

Don't:

• Clutter your signature with too much information. In particular, look out for large fonts, images, and bad formatting, which can be distracting. 

7. Proofread

Before clicking send, it's crucial to reread your email. It happens to everyone — sending an email prematurely only to realize you made a mistake. 

Step back and read the email as if you’re seeing it for the first time. 

Do:

• Check that the from address and the recipients are as intended. 
• Check for typos and grammatical errors. 
• Ensure that your message is clear, that you greet and sign off with politeness, and that your signature lets them know who you are and how to find you.

Don't:

• Just click send!

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