Summary
Highlights
Limit your email body to a maximum of two paragraphs, ensuring it is detailed but straight to the point. Longer emails often lead to phone calls rather than being read thoroughly.
Avoid using humor or anything inappropriate in work emails, as communications are monitored. Refrain from 'reply all' unless absolutely necessary. Always proofread your emails before sending, utilizing grammar checks and taking a moment to calm down if writing in frustration.
Do not use emojis, abbreviated words (like LOL or JKS), or other texting conventions in professional emails. Always respond to emails in a timely manner, ideally within one to two days at the latest.
Conclude professional emails with appropriate sign-offs like 'Best regards,' 'With regards,' 'Kind regards,' 'Warmest regards,' or 'Yours Faithfully' / 'Yours Truly' (for new contacts to show respect).
Have both a formal and an informal email signature. A formal signature includes your full name, title, company, company address, office phone, and webpage. An informal signature includes your full name, title, mobile number, office number, and social media links.
In a professional setting, avoid casual greetings like 'Hello' or 'Hi'. Opt for professional salutations such as 'Dear Mr. Smith,' 'Good Morning Mr. Smith,' 'Good Afternoon,' or 'Good Evening' to maintain a formal tone.
Always use a clear, short, and sweet subject line that directly states the email's purpose. For example, 'Contract for Mr. Smith' is sufficient when requesting a colleague to send a draft contract.