Email Etiquette:
Being Professional in the Digital World

We’ve all become accustomed to using email for business purposes. While this is extremely convenient, it includes some downfalls for those who aren’t careful to watch their email etiquette. Many people know how to write a professional business letter, but let the rules fly out the window when they sit down to write an email. In many cases, an email is your first contact with an employer, so take the time to make a good impression:

1. Have a professional email address.
Cute and creative email addresses are simply not appropriate for the work environment. While ilovedisney@gmail.com works fine for all your friends, don’t use it to send emails to companies with whom you’re interviewing, and definitely don’t list it on your résumé! Instead, opt for a more straightforward, professional address like matt.johnson@gmail.com or b.taylor@gmail.com. If you need to, create a new free account for business use only.

2. Be concise.
Don’t overwhelm the reader with a flood of unnecessary wordiness. They will be much more likely to read your email if you get to the point as quickly as possible. Aim for two or three short paragraphs at most.

3. Use a polite tone.
While it’s important to be concise, you don’t want to come across as rude or demanding. Be pleasant, respectful, and friendly in your message. Use words and phrases like “please,” “thank you,” and “I would appreciate it.” Address the person you’re emailing by their appropriate title (Mr., Ms., Dr., etc.) unless you know them well or they have indicated that it’s OK to use their first name.

4. Avoid abbreviations & emoticons.
PLZ, LOL, U2, and all those little smiley faces we like to put in our messages…these are all great, but they’re simply not professional. Also, please don’t shout with ALL CAPITALS, but don’t use all lowercase either.

5. Proofread your message.
We’re so used to sitting down and whipping off 60-second emails that it’s extremely easy to skip this step…but this could be a disaster! After you’ve written your message, go through it with a fine-tooth comb to check for grammatical or spelling mistakes. It’s not a bad idea to have a friend give it a glance-over as well—it’s amazing what that fresh pair of eyes can catch for you. Extra tip: Wait to fill in the “TO” email address until you are completely finished writing and proofreading your message. This way, you will avoid accidentally hitting “send” before you’re absolutely sure that the message is perfect.

6. Add a signature block with contact information.
This means your name, address, and phone number. Keep it professional and consider deleting any clever quotes or artwork.

7. Ask before you send an attachment.
Computer viruses are so common that many people won’t open an attachment unless they know the sender. Since this is the case, it would be better to send an initial email message asking if you can attach a copy of your résumé or other files for them to review, unless the application specifically asks you to email it as an attachment.