Email Etiquette in the Workplace

Email Etiquette: 10 Facts About Email Ethics

Want to maximize your results in email writing? Here are ten facts about email etiquette that are sure to help you. 

Why is Email etiquette the best practice to follow in email writing? Because it can boost your skills in writing emails and can drive you to success in life.

1. What is Etiquette?

According to Cambridge, email etiquette defines as follows,

“It is a set of ethical commands and procedures of personal behavior in a particular society or social activity.” 

Let me describe with an example.

According to social etiquette, you cannot sit while women are standing near to you. 

Etiquette can build up your persona in a social group. Emulating this as a social group will cause society’s prosperity.

2. What is Email Etiquette?

It was 1969 when the first message was sent from one computer to another computer, APARNET. After that, it took three years to invent electronic mail in 1971 by Ray Tomlinson. 

The name of the email came to the universal vocabulary by replacing electronic mail. There are over 3.9 billion active email users and 5.59 billion active emails in operations.

Email communication has become an essential communication medium on the internet. So, It grows as the most used communication medium in modern society. Usage of email ethics becomes a necessary skill to possessing at present. 

Email etiquette defines as follows.

“It is the polite behavior that a person should apply in writing or replying to messages in email communication.”

The simple meaning is the principles of ethics for email communication. It relates to the content, grammar, tone of writing, and proper form of emails. 

3. Why is Email Etiquette So Important?

A piece of proper knowledge about email etiquette is essential in professional communication. Your persona can reflect by your email habits to your senders and receivers. 

It is all about common sense and respect in email communication. It is the same you would expect from others to show in your correspondence. Email ethics can 

  • organize well your mailbox
  • decrease the risk of forgetting
  • reduce embarrassing mistakes
  • reflect your good personality to others
  • arise efficiency of working

Companies need to install email ethics because of the following PEP reasons. 

P for Professionalism 

The Proper email language in your company will carry the professionalism. It can give confidence to the clients about your organization. It is a good sign of a progressive company. 

E for efficiency 

The emails that get to the point are much more useful than digression emails. The right emails have shorter content but addressing the exact fact. 

Most professional email users have a busy life. Readers may like to read more concise content that carries precise details. The length of the email is not a measure of efficient email. 

P for Protection from liability 

Email etiquette practices in an organization result in employee awareness of email risks. It can protect your company from costly claims. 

4. How to use email etiquette in professional life? 

Millions of professionals are using emails in day-to-day life. But despite the facts, most of them are not knowing how to use email accurately. Most professionals believe sending and replying are enough to make you an expert. 

Career development coach Barbara Pachter has more contribution to this topic. She says most of the professionals don’t understand the proper way of using emails. 

Professionals should focus on their career developments.

Email etiquette helps professionals to achieve their career goals quicker. Inappropriate way handling of emails can harm their career life to go downward.

Using email etiquette ensures you decrease the rate in business email writing. Regular use of email etiquettes can improve your ability to continue. Then it will become your habit of life.

Here some email etiquette to follow in professional email writing. 

  • Identify the purpose of the email.
  • Focus, the main aim of writing the email
  • Then, focus on the content.

Email etiquettes can reduce the risk of making unpleasant errors. Those errors can cause severe consequences in your professional life. 

5. Is email etiquette only about professional email writing?

Using email etiquettes is not limited to professional life. As in career life, we can apply email etiquette also in personal life. It is a precious thing to have in your life. 

The email etiquette depends on the receiver or sender. They can be friends, relatives, lecturers, customers, partners, superiors, or subordinates. 

Your email etiquette in the workplace can influence your persona within the organization and your confidence level. But when you follow email etiquette in your personal life, it can be meant like you are a pleasant and well-organized person.

If you are a student, following email etiquette can be an excellent opportunity to develop it for your future. Because in your college or university, you have chances to communicate with your lecturers and administrators through emails.

Use that chance to develop your skills in email writing, and it will be a valuable skill that you can apply in your professional life.

6. What are the benefits of knowing email etiquette?

How could it be if you don’t know common communication sense in society? You probably can have difficulties in establishing good relationships with people. 

Email etiquette is something like common-sense people have but in email communication. It can guide you to success in professional email communication.

Proper email etiquette reflects the good on you. So, it gives identification and impression about you. The way of email usage can cause prompt and positive responses.

You can manage all your emails without the disorder. Ethical behavior in email writing can be beneficial when you have a tight schedule with you.

It can be helpful for you to manage your works. Otherwise, you will meet problems with email handling. It can raise severe professional difficulties for you. Bad email etiquettes reflect the bad on you. 

Your atrocious reflection matters building an indigent commencement for most conversations. Digression emails can cause negative outputs and affect your professional life. 

7. How to be a professional email writer?

The answer is simple. Follow basic email etiquette in professional email communication. Email etiquette can guide you on how to do things and what to avoid in professional email communication.

It may consume more time of your day than sloppy email writing. It’s hard to learn and remember at the initial stage. You may have difficulties in applying email etiquettes in professional email writing.

Whatever the reason, don’t quit doing email etiquette in professional email writing. Because email etiquette can offer you many gifts that are not visible, it can take you to success in your professional life.

8. Proofreading Is the Main Thing You Have to Do In Email Writing.

Once you write an email, try to edit and proofread it. You may have a busy schedule with you and think you don’t have to do small stuff like this. But, your reader may think you are very careless and unprofessional. 

Tip: It is not a must be Fluent in English writing or be a native English person to follow email etiquette. You can use grammar checking software such as Grammarly, ProWritingAid. These can avoid unnoticed grammar mistakes in your emails.  

9. It Is Not Only About Writing.

Email etiquette not only guides you on the email writing. It is all action that relates to the email writing. That contains replying, forwarding, checking, carbon copying (CC), selecting, protecting, and many more.

Your general education may not teach you all this. Some email etiquette you get by the experience. You can search for it and learn, and it won’t take anything from you.

10. How to learn all this?

The only thing that you need to have a consecration to learn email etiquette and follow them. It will be convenient once you get to know email etiquette well. After that, no one cannot stop you from being a professional email writer.

Here is one example 

It is not about having an answer. Most of the professionals know if their request needs time to prepare. But including you, all professionals want to know whether the recipient has seen the email.

You can please the sender with a prompt reply by sending something appropriate. People would love to have a quick response. Make your replies on time.

Confirm the sender by sending that you have received the email. You can email asking that you need more time to reply. People don’t like to wait for you too much time to have an answer for you. 


It is not a much harder thing to maintain quality email etiquette. You can imply it within the organization or you once you identify it. It would be best if you were keen on yourself or on your subordinates to follow email etiquette.

Exercising good email habits will get you right in email etiquette. You won’t need a special effort to develop it. 

Let’s not forget to share your thought. Please, ask questions about email writing by commenting below. I am happy to give my experience with you all and to have your thoughts. I wish you a good rest of the day.

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