Despite all the new means of communication that are available, email remains a crucial tool. Whether you’re reaching out to colleagues, recruiters, clients, or even family and friends, it’s important to know how to compose an email properly.

Although it may seem like a simple task, writing an email requires more thought than just typing a message and hitting “Send.” Poor email etiquette can lead to miscommunication, misunderstandings, frustration, and even damage your credibility. On the other hand, professional, well-structured emails can help you convey information effectively, make a positive impression, and build strong relationships. 

This guide takes you through all the important aspects of email etiquette: from the perfect subject line and structuring your message to the correct use of CC and BCC, checking spelling and important details, replying to and forwarding emails, and managing your inbox efficiently. 

And if you’re wondering whether you still need these tips in the age of ChatGPT and similar AI tools, we assure you that you do. Clearly, you shouldn’t send an AI-generated email to anyone without reviewing it to make sure it complies with the best email etiquette, both in terms of content and structure. 

Basics of email etiquette

Emails serve a variety of purposes, from professional inquiries and business negotiations to occasional updates and personal messages. It’s important to know when to use email and how to use it properly.

What you should know is that emails are ideal for formal communication, documentation, and messages that don’t need to be answered immediately. For urgent or highly sensitive conversations, phone calls or messaging apps are more suitable. 

The main difference between personal and professional emails lies in the tone, structure, and degree of formality. Personal emails are more casual and often contain casual language, emojis, and abbreviations. Professional emails, on the other hand, require a polished tone, correct grammar, and a clear, structured format. If you know these differences, you can ensure that your emails meet the expectations of your recipients and present a good image of yourself.

Writing a well-structured email

Subject line: The first impression matters

Your subject line is very important because it determines whether your email is ignored or opened. A vague or unclear subject line is ineffective and can come across as unprofessional, whereas a well-crafted subject line conveys the information in an engaging, professional way. 

For example, instead of writing “Meeting” or  “Question,” a more effective subject line would be:

• Inquiry about job opening at XYZ
• Follow-up on project proposal – Due April 15
• Request for availability: Marketing strategy meeting

A good subject line is informative and concise and helps recipients prioritise their responses.

Using proper greetings and addressing recipients correctly

The way you address your recipient sets the tone of your entire email. In a professional setting, it is advisable to start with a formal greeting, such as: 

• Dear Mr. Smith,
• Hello Dr. Johnson,
• Good morning, Team,

Avoid overly casual greetings such as “Hi there” or “Hey” in professional emails, unless you already have a friendly relationship with the recipient.

Spelling names correctly

Misspelling someone’s name is one of the most common mistakes in email etiquette that can be easily avoided. Always double-check the spelling of names before sending an email, especially when contacting someone for the first time. If the name has an accent or a special character (e.g. José, Zoë, Michał), you should make an effort to spell it correctly. 

Using CC and BCC wisely

You can use the CC (Carbon Copy) and BCC (Blind Carbon Copy) fields to include additional recipients in your email, but they should be used with caution.

• CC (Carbon Copy): Use this if you want to inform several recipients who do not necessarily have to reply.
• BCC (Blind Carbon Copy): Use this when sending an email to a large group where the recipients don’t need to see each other’s email addresses. 

Avoid CC’ing unnecessary people as this can lead to clutter. Also, use BCC wisely so that no one feels left out. 

See also: How InstaText helps improve your communication

Writing a clear and concise message 

Double-checking important information

A professional email should be error-free and accurate. Always double-check important details before you send your email. This includes:

• Dates and times: Miscommunication about a meeting date can lead to missed appointments. 
• Addresses and phone numbers: Even a small typo in the contact details can cause confusion.
• Attachments: Make sure you have attached the correct files before sending. 

If you check your email properly before you click “Send,” you will avoid unnecessary back-and-forth messages. 

Replying to and forwarding emails professionally

Timely responses are very important in a professional environment. If you receive an email that requires a detailed response but you need more time to gather information, it is best to acknowledge receipt and provide an estimated response time. 

Use “Reply all” with caution. It makes sense to use it when all recipients need to be kept in the loop, but unnecessary use of this feature can lead to email clutter and give the impression of unprofessionalism. 

When forwarding emails, always provide the necessary context. This way, the recipient understands why they are receiving it. Also remember to remove any irrelevant or sensitive information before forwarding an email.

Email signatures and contact information

A well-crafted email signature adds another level of professionalism to your messages. It should include your full name, title, company, and contact information. If applicable, include links to your website or LinkedIn profile. 

However, keep the signature concise, as too much information or large images can be distracting. You can include your picture in the signature if you want to increase your credibility. And don’t forget to update your contact information regularly.  

Managing your email inbox efficiently

A cluttered inbox can lead to inefficiencies and missed emails. Organise your emails using folders and labels to help you manage your messages more effectively. To reduce inbox overload, unsubscribe from unnecessary newsletters and use email filters.

Use automatic replies and out-of-office messages strategically. Set up an automatic reply if you will be unavailable for an extended period of time. Let senders know how long you will be away and provide alternative contacts if possible.

Adapting email etiquette for different cultures

In a globalised world, email communication often crosses cultural boundaries. Different cultures have different expectations in terms of formality, tone of voice, and response times. In some cultures, more detailed responses are appreciated, while others prefer brevity. 

Language sensitivity is another factor you should consider. Avoid using slang or idioms that may not translate well, especially when communicating with international colleagues. 

The future of email and modern alternatives

With the rise of instant messaging and collaboration tools such as Slack and Microsoft Teams, the role of email is evolving. While these tools enable fast and efficient communication, email remains the preferred choice for formal business correspondence, record-keeping, and official documents. 

AI and automation are also playing an increasingly important role in email communication. Automated responses and smart filters can increase efficiency, but should be used with caution. If you rely too much on AI-generated responses, emails can come across as impersonal and lead to errors if they are not checked carefully.

Improve your emails with InstaText 

As discussed, mastering email etiquette is essential for effective communication, whether in personal or professional settings. By structuring your emails thoughtfully, using an appropriate tone, and managing your inbox efficiently, you can enhance your credibility and build stronger relationships. 

Ensuring language accuracy before sending an email shows professionalism and respect for the recipient. For this purpose, it is advisable to use editors that help us correct possible language errors. 

InstaText, an advanced editing assistant, is one of these tools that can help you write emails more professionally and communicate more effectively.

When you install InstaText’s browser extension, you can easily use it in Gmail, Outlook Web, and Yahoo Mail. Unlike other tools that constantly correct you as you type, you can activate InstaText only when needed for a distraction-free editing experience. 

If you are a user but have not yet installed the InstaText browser extension, you can install it here. If you’re not a user yet, you can try InstaText for free to see how it can improve your email communication. 

“It has been incredibly liberating to not agonize over every last word, secure in the knowledge that the AI has my back and will smooth out the occasional rough edge. That freedom alone boosted my daily word counts by more than 10%, which is gold dust!”

— Matthew Siege, Writer

“Using InstaText is intuitive and simple. We use it by copying previously created texts (emails, offers, project descriptions…) and checking them for possible improvements. The main advantage is that InstaText suggests how to rewrite the whole text and automatically selects more suitable words. This allows us to get the improved text faster and easier.”

— Enya Caserman, Business Designer

“I am a translator and proofreader by profession and have tried many editing tools. It’s not an exaggeration to say that all the other apps I’ve used so far don’t come close to InstaText. It is literally innovative and revolutionary and has taken the editing game to a new level, leaving other competitors in the dust.”

— Dr. Ghodrat Hassani, Researcher in Translation Studies