In a world where our keyboards talk more than we do at times, digital etiquette shapes how we show up at work. You want to sound polite but not stiff, confident but not pushy, and friendly without overdoing the exclamation points!!!
Whether emailing a recruiter, your manager, or a teammate two desks over, knowing how to craft a clear, respectful message builds trust, saves time, and moves communication forward.
Email etiquette isn’t rocket science, but it does help you positively stand out. Let’s chat about how to keep your emails polished and professional yet personal.
Start with a Strong Subject Line
The subject line gives recipients a reason to open your email, set expectations, and prioritize their inbox. In a sea of communications, a clear, distinct subject can make the difference between a timely response and your message getting lost. Skip the vague “Quick Question” or “Following Up” and instead, be specific:
Use a Proper Greeting
Think of your greeting as a digital handshake. This small detail sets the tone for the entire message, showing respect and professionalism. “Hey” might work with your friends, but in the workplace, stick with something approachable yet elevated:
Keep It Clear and Concise
Lengthy paragraphs can overwhelm your reader. Break your message into short chunks, stick to the point, and leverage bullet points, subheadings, or bold important bits of information to help your recipient digest the information.
Check Your Tone
Clear communication hinges not only on what you say but also on how it lands. Phrases that feel neutral to you might come across as blunt or dismissive to others. When in doubt, warm it up. A quick “Thanks for the update” or “That makes sense to me” sounds more collaborative and considerate.
Proofread Before Hitting “Send”
Spellcheck catches a lot, but a quick read-through reveals tone issues, missing attachments, and potential autocorrect disasters. Pro tip: double-check the spelling of all names — especially if you’re replying to all.
Finish Strong
Sign-offs like these help you end on a courteous note:
And follow your closing with your name, phone number, title, and department (if applicable) to offer a bit more context, especially if you’re emailing someone new. It’s even better if your company (like Reynolds) uses a standard signature to maintain consistency.
Know When Not to Email
If you’re discussing something sensitive or easy to misinterpret, think carefully about how you communicate. A quick call or face-to-face chat can help avoid confusion, but email gives you a paper trail — which can protect you if questions come up later. Use your judgment and choose the method that keeps things clear, constructive, and professional.
Emails might feel like second nature but taking a few extra seconds to write well sets you apart — and makes everyone's day a little smoother.