Let’s be real for a second: making email etiquette mistakes isn’t going to ruin your career, but mastering the unspoken rules of writing professional emails can significantly impact how competent and reliable you appear to your colleagues.
And here’s the catch: there’s no official training course that teaches you how to write a killer professional email.
In this article, I’ll break down:
The real benefits of strong workplace email skills
8 essential email writing tips (most of which I learned the hard way during my first job as a digital marketer )
Table of Contents
Why Email Ethics Matters in the Workplace
Think about the last time you received a poorly written email. Did you have to reread it multiple times just to get the point? Were action items buried or unclear?
At best, it wastes time. At worst, it causes confusion and a flood of follow-up emails.
On the flip side, a well-written email:
Saves everyone time
Project competence and leadership
Build your reputation as a clear communicator
So, let’s dive in to know How to level up your email game.
1. Include a Call to Action in the Subject Line
We’ve all seen subject lines like this
Instead, write:
This small change immediately:
Gives more context
Sets expectations
Increases the likelihood of a response
If the time estimate doesn’t make sense, be more specific with the CTA:
This shows exactly who needs to do what before even opening the email.
2. Stick to One Email Thread Per Topic
I learned this the hard way. I used to send out separate emails for every new idea or follow-up on the same project.It’s a big mistake
Instead, keep all related communications in one email thread.
It helps:
Maintain context
Reduce inbox clutter
Improve clarity for everyone involved
3. Manage Recipients Thoughtfully
Whenever you add or remove someone from a thread, explain why.
Use a quick sentence at the top of your email like:
(Adding Alex for marketing input. Removing Jane to spare her inbox.)
I like to italicize this and put it in parentheses so it’s clearly separate from the main body of the email.
Here’s the example
4. Start with the Main Point
Don’t bury the lead.
Instead of writing a long intro and getting to the ask at the very end, put your request first, then add context.
Bad Example:
Hi Jane, I’m from the product marketing team, and we’re preparing a forecast deck…
Can you pull the revenue projections?
Better Example:
Hi Jane, can you please send over the revenue projections for the electric car?
(We’re building a forecast deck for leadership to request additional budget.)
This helps busy recipients – especially senior folks – quickly understand what’s needed.
5. Summarize in your reply
When you receive a long, messy email, take the time to summarize key points before responding.
It shows:
You understand the message
You value clarity
You’re a team player
Bonus points if you link them to this blog post
6.Hyperlink whenever possible
Instead of dumping raw links into your email, use Command + K (Mac) or Control + K (Windows) to hyperlink text like this:
It looks cleaner and reduces mistakes when copying or clicking.
7.Change Your Default Settings
Mistakes happen, and they’re far less damaging when you accidentally send them to one person instead of an entire team.
You can usually find this setting in your email client’s general preferences.
8. Increase Your Undo Send Window to 30 Seconds
Let’s face it, you only notice the mistake right after hitting send.
Change your undo send setting from 5 seconds to 30 seconds, just in case you:
Forget an attachment
Sent to the wrong person
Notice a typo or mistake
Better safe than sorry!
Final Thoughts
Professional email etiquette isn’t rocket science, but it’s a career-enhancing skill that will serve you for years to come.
Which of these tips was your favorite or one you’ve already been using? Let me know in the comments
