Email is one of the simplest yet most powerful tools we use to communicate across the world. Whether you are at school, an internship, or a workplace, email helps you share information, send documents, and stay connected. However, using email effectively requires good etiquette. Understanding basic email etiquette helps you make a positive and lasting impression.
A good email begins with the right tone. For formal or professional messages, use a polite and respectful greeting. For familiar contacts, a warm and friendly tone works well. Always choose a clear, readable font and keep the text size consistent.
Your subject line should be short, direct, and relevant. Structure your message clearly: start with a brief introduction, follow with the main body, and end with a concise conclusion. Breaking long text into paragraphs or bullet points makes it easier to read.
Be careful when using Reply, Reply All, CC, and BCC. Only include people who genuinely need the information—everyone’s time is valuable. Before sending, always proofread your email. Check your spelling and grammar, avoid slang, and make sure your attachment is correct and actually attached.
Key Points
- Use a polite, appropriate tone
- Keep subject lines clear and direct
- Write in a simple, readable format
- Structure: intro → body → conclusion
- Use bullet points for clarity
- Be careful with Reply, CC, and BCC
- Proofread before sending
- Avoid slang
- Check attachments
- Add a proper sign-off with your name
End your email with a proper sign-off and your name. For formal communication, use a polite salutation; for familiar contacts, you may keep it friendly but still respectful.
Good email etiquette reflects your professionalism and clarity of thought. Staying organised, writing thoughtfully, and being mindful of others’ time will help you use email as an effective and powerful communication tool.