Since the inception of the internet, emails dominate our work and personal life mostly because it is a convenient way to communicate- be it by sending or receiving files, texts, or images. In this era of DMs, it may seem that emails have lost their charm. However, it is estimated that most professionals prefer emails over chats and text messages for effective communication. Hence it is imperative that one learns the art of writing professional emails whether to communicate with your boss, a client, or a brand.

Here are the top 9 rules and etiquette that you need to follow while crafting professional emails.

1.  Professional Email Address

Let’s start with the very basics first. Have a professional email address if you want to look the part of a professional. No ‘yourdreamboy or cat_lover@whatever.com’ please!

The best practice is to use your name or the email address your company provides for you. This instantly makes you look credible and your recipients will know who the emails are coming from.

2.  Use a direct subject line

A majority of the recipients decide whether to open your email purely by looking at the subject line. Writing a clear and concise subject line will grab the recipient’s attention.

3.  Add a professional signature block

An email signature mostly includes your email, title, company name, your website, and any additional contact information. There are many websites that will let you generate a professional email signature block. Integrate with your email address and every time you compose or reply to an email, the signature gets added to it.

4.  Be professional

While it is good to keep a friendly tone while writing emails, do not go overboard. Keep a check on who your recipients are and then use casual to professional greetings.

5.  Proofread your emails

One must always proofread their emails before hitting that send button. Check for spelling errors at the least, and you may use professional proofreading tools like Grammarly because an email with misspellings and errors is a definite put-off for any recipient.

6. Email isn’t texting

Always use the right punctuation wherever necessary. That does not mean you should overuse exclamation points to show your enthusiasm. Another point to keep in mind is to not shorten or cut off the words like when you text or tweet. For example, do not write BTW for between or CYA for see you. 

7. Respond on time

While sending emails, most people expect a response within a business day. You shouldn’t hurry and send an inappropriate response though. But to respond in a timely manner rather than forgetting about it altogether. That said, there are emails that do not require a response. However, a quick “Got it” reply will let the sender know that you’ve acknowledged their message.
You should also consider setting an autoreply ‘Out-of-Office’ in case you are away and cannot reply right away. 

8. Use appropriate salutations and sign-offs

Proper salutations set the tone of the email. Choose appropriate greetings with respect to the recipient. For example, ‘Hey’ can be considered casual but if it is first used by the client, then you may reply accordingly.
Do not shorten the name of the recipient rather use their full first name, for example, Mike for Michael.
When it comes to sign-offs, ‘XOXO’ is a big no-no. Use ‘Best, Cheers, Looking forward to working with you again’ etc. in a casual setting. In formal emails, you can write ‘Thank you for your time’.

9. Check for attachments

We mostly tend to forget to attach the files while actually sending the attachment. This is highly inappropriate if not embarrassing. Always remember to attach the files first so that you don’t miss out on them.
Remember to also mention or call out on the email regarding the attachment so that the recipient is aware of it.

We hope you found these tips helpful. Let us know in the comments if you liked these simple and easy actionable steps toward writing professional emails.