Effortless Etiquette: Emailing for the New Professional

Ah, email—the not-so-ancient art of professional communication. While the debate over who invented it rages on (Ray Tomlinson? V.A. Shiva Ayyadurai? Stay tuned!), one thing’s for sure: email is a workplace mainstay. And yet, for something so common, it’s astonishing how many people still stumble over its basic rules. That’s where this article comes in - My goal? To make you the unequivocal expert of basic email communication!

Whether you're a budding professional or just looking to avoid that cringe-worthy email mistake, mastering email etiquette will help you stand out in all the right ways. Here's how to level up your email game with just a little effort (and maybe a dash of humor).

The Basics

Think of email as your digital handshake. It’s how you introduce yourself, how you’re remembered, and sometimes, how you win - or lose - someone’s respect.

Start strong with a clear subject line, a direct message, and a polished sign-off. Remember, no one has time for guessing games or decoding cryptic messages like, "Quick Question" (Quick question about what?!).

Subject Lines That Shine

Your subject line is prime real estate - don’t waste it! It should make your reader want to open your email and understand its purpose at a glance.

• Keep it descriptive: Are you asking for something? Following up? Let the subject reflect that
• Avoid one-word mysteries like "Hi" or "Urgent" unless you enjoy confusing people
• Pro tip: CAPITALIZE keywords if action is needed—ACTION REQUESTED: Team Meeting Agenda

Greeting with Grace

Start formal. Always. If they’re a Dr., Professor, or Reverend, let them have their moment. When in doubt, err on the side of professionalism—you can always tone it down later if they suggest it.

• Formal: Dear Dr. Smith,
• Semi-formal: Hello Ms. Johnson,
• Friendly: Hi Taylor, (Only if they’ve set that tone first!)
• Consider, Good day Mr. Johnson, - a strong time-neutral approach if you want a cop-out!

Your Message: Say It, Don’t Spray It

Here’s a truth bomb: no one wants to read your life story. Know that phrase? It applies to emails too, albeit in a different way. Keep emails short, purposeful, and easy to skim.

• Use bullet points or numbered lists (see what I’m doing here?)
• Break up text for readability
• Stick to the facts: Why are you emailing? What do you need? When do you need it?

If it’s longer than a few sentences, ask yourself: Would this be better as an attachment?

Closing Time

Every email deserves a kind farewell. It’s like saying goodbye at the door—don’t just ghost your reader at the end. Popular closers include:

• Best,
• Warm regards,
• Cheers,

And don’t forget to tidy up your email signature! That pesky "Sent from my iPhone" has got to go. Replace it with something simple yet professional: your name, title, and contact info at minimum.

Tips to Shine Bright

• Proofread like your career depends on it—because it might.
• Don’t add recipients until you’re 100% ready to hit send (we’ve all sent those half-drafted regrets).
• Be mindful of timing: No one likes a midnight email unless it’s an emergency.?

Level-Up Challenge

Make email etiquette your secret superpower. When you practice these tips daily, you’ll find that thoughtful, professional communication becomes second nature. And who knows? Your polished emails might just land you that dream job or keep your boss singing your praises.

Now go forth and email like a pro! And yes, that includes checking your inbox for responses (we see you, email ghosters).

Author: Kevin Hogan