Email notification on laptop

Email Etiquette in the Workplace

DF Safety Other

Email is a reliable form of communication that everyone uses in the business world. It is highly convenient and allows you to connect with professionals from around the world. However, no matter the type of communication you are using, it is vital to ensure your messages are professional and effective. In this post, we will discuss proper email etiquette in the workplace and include some tips you can start implementing today! 

Email etiquette 

Email etiquette is a set of principles that outline behaviors and best practices when writing or responding to email messages in a professional environment. While these can be adjusted depending on the audience or purpose, you should ensure you are always conducting yourself in a courteous and respectful manner. Utilizing proper etiquette allows for effective communication which can improve time spent with tasks, meetings, and projects alike. 

Email etiquette tips 

Consider the following tips when sending a business email: 

Use a professional email address: always use your business email when communicating internally. This should include your name and your company or business’s domain. 

Clear subject line: never leave the subject line empty. The subject line should be relevant to what is entailed in the email to help the recipient understand the purpose of communication. 

Professional greeting: depending on your relationship with the recipient, these can be adjusted as needed. However, in most cases using a professional greeting such as “Hello,” “Good morning/afternoon,” or “Dear” are appropriate greetings. 

Be concise: structure and organize your email into paragraphs, using clear language. Ensure you highlight important items, deadlines, or required information to ensure effective follow-up. Keep the email on topic, avoid unnecessary details, and stay as brief as possible. 

Consider tone: always keep a professional and respectful tone in your emails and avoid using casual language. While emojis may be suitable in some cases, the best practice is to avoid using them. 

Reply in a timely manner: While you aren’t expected to reply within seconds, it is important to reply promptly to emails. If you require additional time to collect more information, you can send an email to acknowledge the email and provide a timeframe of when you will be back in touch. 

Proofread: Don’t skip this tip! We understand that people are busy. However, taking a few minutes to edit your email to ensure it is free of spelling or grammar mistakes will ensure you present yourself in a professional manner.  

Sign off: just as your greeting should be professional, so should your sign off. Consider using “Regards,” “Sincerely,” or “Thank you,” as appropriate options. 

Include an email signature: a well-designed email signature should include your name, job title, company website, and contact information. Having a proper email signature shows professionalism and ensures the recipient knows the best ways to be in contact. 

Additionally, be aware of when you send your emails. While it is more common for people to work at all hours of the day, it is best practice to communicate during working hours. You can also schedule your emails to be sent out during these hours, making your life even easier! And remember! If someone emails you outside of your allotted business hours, you aren’t required to reply immediately. Replies can be sent the next day.  

When sending an email, keep these helpful tips in mind! In the hustle and bustle of a busy workday, ensuring effective communication is key. If you would like more information regarding email etiquette, we encourage you to check out this course offered by DF Safety.