Once you hit “send” on an email, it represents you and your professionalism. That’s why it’s important to get it right the first time by following proper email etiquette.
When managing your inbox and responding to emails, using clear and professional language helps avoid confusion, frustration, and even strained office relationships. After all, 90% of employees believe(new window) workplace misunderstandings often stem from poorly written emails.
This guide covers the importance of email etiquette, key rules for writing professional emails, and practical examples for students and workplace settings. You’ll also find out how Proton Mail can help while protecting your communication.
- What is email etiquette?
- Email etiquette rules and examples
- More tips on email etiquette
- Safely send professional emails with Proton Mail
What is email etiquette?
Email etiquette refers to a set of guidelines for writing respectful messages that are easy to understand, usually in work and academic environments.
Whether you’re communicating with a colleague, client, employer, teacher, or classmate, following email etiquette allows you to express yourself effectively, leave a positive impression, and avoid unnecessary issues that can arise from miscommunication.
Email etiquette rules and examples
Below are several key email etiquette rules and examples to help you maintain professionalism and clarity when you finally hit send:
The golden rule of email etiquette
The most important rule when drafting an email is to enter the recipient’s email address last. This prevents accidentally sending the message before you’ve finished writing and reviewing it.
Use a professional email address
If you have a predefined email address from your work or university, always use it for official communication. Otherwise, a personal email address should be simple, ideally containing your name, such as “firstname.lastname@domain.com.”
Overly personal email addresses, however, like “partyanimal2020@domain.com” or “gamer4life@domain.com,” make your message sound less serious.
Take care with the subject line
The subject line sets the context of your message, so it should be concise and directly related to the email content. For example, “Project update on [specific topic]” or “Question about assignment due date” gives the recipient a clear idea of what the email is about and increases the chances of it being opened and addressed promptly.
In some cases, it may be necessary to include specific keywords to pass email filters. For example, if a job description mentions including “Job application” in the subject line, ensure you follow that instruction to avoid your email being overlooked or filtered out.
Set the tone with a professional greeting
For more formal settings, such as when emailing a professor, supervisor, or someone you haven’t communicated with before, using “Dear” is often a safe choice. For colleagues or those you have a working relationship with, a simple “Hello” or “Hi” can work well.
Make sure to address the recipient by their proper title, such as Dr., Mr., Ms., or Professor when needed. Avoid informal greetings like “Hey” or “What’s up,” as these are too casual in professional or academic environments.
Introduce yourself
It’s common courtesy to introduce yourself when emailing someone you haven’t communicated with before. Start by briefly writing who you are and why you’re reaching out. If someone referred you, it’s helpful to mention that as well, as it provides context and establishes a connection. A good example is “My name is Jane Doe, and I’m currently a Social Media Marketer at ABC Corp. John Smith suggested I reach out to you regarding an open position at your company.”
Carefully craft the body of the email
The body of a professional email should be clear, concise, and structured, explaining your purpose for writing and any necessary details.
For longer emails, it’s a good idea to separate paragraphs or add bullet points for clarity. If the email becomes too lengthy, you can include a brief summary and attach a document with the detailed information for the recipient to review at their convenience.
Sending attachments
When sending attachments, it’s important to follow proper email etiquette to ensure clarity and professionalism. Here are some key tips:
- Double-check: Make sure that you have attached the correct files before sending the email.
- Notify the recipient: Reference the attached files in the email body so the recipient knows to look for them. For example, “Please find the attached report for your review.”
- Use descriptive file names: Name your files clearly to reflect their content, such as “Q3_Sales_Report.pdf” or “John Doe Resume.” Avoid generic names like “document1.pdf.”
- Check file formats: Use accessible file formats like PDF, CSV, JPG, or ZIP, which are compatible with all platforms.
- Check file sizes: Email systems have size limits for attachments, often around 20-25 MB. If your file is too large, consider compressing it or use an encrypted cloud service like Proton Drive(new window) to share a secure link instead.
Include a ‘call to action’
A call to action (CTA) in an email should be specific and polite, guiding the recipient on what to do next. For example, you can request a response (e.g., “Let me know your thoughts on the proposal”), schedule a meeting (e.g., “Please let me know a convenient time for us to discuss this further”), or ask for documents (e.g., “Could you provide the report by Wednesday?”). Offering the next steps or inviting further questions (e.g., “Shall I go ahead and schedule the meeting?”) helps maintain open communication and encourages a timely response.
Leave contact information
For a more professional approach, you can create a signature with your contact information, such as full name, job title, company name, phone number, email address, and LinkedIn profile.
Signing off
When choosing a sign-off, consider the relationship you have with the recipient and the tone of the email. For formal or unfamiliar recipients, you can use something more traditional like “Sincerely,” “Best regards,” “Kind regards,” or “Respectfully.” In semi-formal environments or when emailing colleagues or internal team members, “Best,” “Thank you,” or “Warm regards” works well.
Options like “Thanks,” “Cheers,” or “Talk soon” are appropriate when aiming for a more casual, informal tone. When in doubt, a formal tone is always the safest choice. Always include your full name, such as “Best regards, Jane Doe.”
More tips for professional email etiquette
Here are more guidelines for maintaining professional email etiquette, covering both general practices and specific situations:
- Use standard fonts: Fonts like Arial, Times New Roman, or Calibri maintain professionalism, while exotic fonts like Comic Sans or Papyrus can make your email look overly casual or even childish. Plus, you should stick with a 10-12 point font size and black text on a white background for readability.
- Avoid excessive formatting: Overuse of bold, italics, underlining, or colors can make your email look cluttered and difficult to read. If you’re copying and pasting text from another source, make sure to paste it as unformatted text to avoid inconsistencies in formatting using Ctrl + Shift + V on Windows or Command + Shift + V on macOS.
- Proofread before sending: Mistakes in spelling, grammar, or addressing the recipient by the wrong name can make you look careless. Always take a minute to proofread your email before sending it.
- Always keep it professional: Avoid humor, sarcasm, or emotional language, even if you’re emailing someone you know well, as these can be easily misunderstood. Writing in all caps makes it seem like you’re shouting, while emojis come across as unprofessional. Similarly, avoid using slang or informal abbreviations like “thx” instead of “thanks,” even if you receive an email written in that style. Exclamation points should be only used in situations that truly warrant excitement.
- Use “Reply all” and “Bcc” wisely: Only use “Reply All” when necessary. For example, if you’re part of a group email in the workplace, think about whether everyone in the chain really needs your response. “Bcc” is helpful for hiding email addresses and protecting the privacy of your contacts when sending a mass email.
- Check before forwarding: Before forwarding an email, make sure it doesn’t contain any sensitive or irrelevant information. Summarizing the message for the new recipient helps to provide context and save them time.
- Embed your answers: When replying to emails with multiple questions or points, embed your answers under each question for clarity. It makes communication more efficient and easier to follow. For example, you can bold the questions and leave your answers in regular text below.
- Respond promptly: Aim to respond to emails within 24 hours, even if it’s just to acknowledge that you received the message and let the sender know when you’ll be able to provide a more detailed response.
- Set out-of-office replies: When you’re away and unable to respond to emails, you can set an out-of-office (OOO) reply. This automatic response informs senders that you’re unavailable, provides the dates of your absence, and offers an alternative contact or explains that you’ll respond when you return.
Safely send professional emails with Proton Mail
In addition to following general email etiquette rules, it’s important to consider the security of your communication, especially when handling sensitive information. Proton Mail is a secure email service that uses end-to-end encryption to safeguard your messages, ensuring that only you and the recipient can read them.
You can undo sent emails to make last-minute corrections, schedule emails to send at the right time, and set passwords with expiration dates for confidential messages. Plus, the Proton Scribe writing assistant helps you compose and refine messages, whether you’re looking to improve clarity or adjust your tone for a polished, professional finish.
Proton Mail is just a part of an encrypted ecosystem designed to protect all your data, including passwords, internet connections(new window), cloud storage(new window), calendar, and digital assets. All Proton apps are open source and independently audited, so anyone can check our security model.
And switching to Proton Mail is simple with our Easy Switch feature, allowing you to seamlessly transition all your emails, contacts, and calendars from other services.
When you switch to Proton, you are helping build a better future where privacy is the default.
