6 Business Email Etiquette Tips to Write Like a Pro

Person at Addison Group writes an email using out business email etiquette tips

Emailing is essential in an office environment. You’d think we’d be better at it by now, but many professionals still fall short in proper business email etiquette. Using professional email greetings and formats makes a big difference when emailing people you work with. 

When it comes to your business emails, you want to come across as a credible professional that people can take seriously. We’ve put together six key areas to bring out the best in your work emails.

1. Proper Business Email Etiquette Starts with a Professional Salutation

Set the tone of your email with the right greeting. Be cordial, but refrain from overly friendly openings. Your salutation, or greeting, should include words such as:

  • Hello/Hi
  • Good morning
  • Good evening

These terms come off professional, positive, and reach across international boundaries. Additionally, if you know the name of the person you’re emailing, be sure to include it to make your email more personal.

2. Craft a Captivating Subject Line, Introduction, and Email Purpose Statement

A clear, direct subject line gives your recipient an idea of what the email is about. Introduce yourself by name, title, and organizational affiliation if you don’t know the person. This sets the stage for your central message. After this, you should share the purpose of your email.  If you’re asking someone to be a reference, be clear and use proper reference etiquette.

3. Know Your Audience to Create a Relevant Message

Form a cohesive message for the body of your email. Clearly share details that will interest your reader.

  • Follow culture and business guidelines.
  • Avoid sarcasm or inappropriate use of humor.
  • Get to the point and engage your reader.
  • When your message warrants a reply, include verbiage that indicates the recipient needs to respond.
  • If necessary, send any attachments that include further context or additional details about the purpose of your message.

4. Proofread and Repeat

Thoroughly review your email, including any attachments. Be sure your content is accurate and check for typos and weak language. A polished, error free message conveys professionalism, attention to detail, and a solid grasp on proper business email etiquette.

Remember: Emails can be shared with others. Be sure that it represents how you want to present yourself to the world.

5. Summarize with a Concise Closing

Prepare a closing that neatly summarizes your overall message. Don’t forget to use a positive, professional tone, highlight your email’s content, and limit repetition. If your request is time-sensitive, state if a reply is needed and by when.

6. Sign Off Professionally

Sign off using terms such as “regards” or “thank you.” Stick with professional closings to assure your message is well received.

Business Email Etiquette Overview

Whether you’re building a new business relationship or reinforcing a current relationship, the level of professionalism that you show in your communications will have a huge effect on your success.

A perfect way to show these business email etiquette tips is when you’re in the interview process. But first, you need to land that interview and Addison Group can help! With more than 20 years of experience, we’ve placed qualified candidates with industry-leading companies across the nation. Reach out to us today! 


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