Pro email etiquette examples

Here are some examples of professional email etiquette:

Subject Line

• Keep it concise and descriptive: "Request for Meeting on Friday"
• Avoid using all capital letters or excessive punctuation: "Meeting Request - Friday"
• Avoid using irrelevant or misleading subject lines: "Urgent - Please Read"

Salutations

• Use a formal greeting: "Dear [Recipient's Name]"
• Avoid using overly casual greetings: "Hey [Recipient's Name]"
• Use a professional sign-off: "Best regards" or "Sincerely"

Body

• Keep it concise and to the point: 3-4 paragraphs at most
• Use a clear and formal tone: Avoid using slang, jargon, or overly technical language
• Use proper grammar and spelling: Proofread your email before sending
• Avoid using emoticons or excessive punctuation: ":)" or "!!!"

Sign-off

• Use a professional sign-off: "Best regards" or "Sincerely"
• Avoid using overly casual sign-offs: "Talk to you soon" or "Cheers"
• Include your full name and title: "John Doe, Marketing Manager"

Attachments

• Keep attachments small and relevant: Avoid sending large files or unnecessary attachments
• Use a clear and descriptive file name: "Marketing Report Q2 2023.pdf"
• Avoid using attachments with viruses or malware: Make sure your attachments are virus-free

Timing

• Avoid sending emails late at night or early in the morning: 9am-5pm is usually a safe bet
• Avoid sending emails during peak hours (e.g. 12pm-2pm): You may not get a response right away
• Consider the recipient's time zone: If you're sending an email to someone in a different time zone, consider their schedule

Follow-up

• If you don't receive a response, send a polite follow-up email: "Just wanted to follow up on my email from last week..."
• Avoid sending multiple follow-up emails in a row: Give the recipient time to respond
• Consider using a tracking feature: Some email clients allow you to track when your email has been opened or responded to

Here are some specific examples of professional email etiquette:

Example 1: Request for Meeting

Subject: Request for Meeting on Friday

Dear [Recipient's Name],

I hope this email finds you well. I am reaching out to request a meeting with you on Friday to discuss the upcoming project. Would you be available at 2pm?

Best regards, John Doe

Example 2: Follow-up Email

Subject: Follow-up on Email from Last Week

Dear [Recipient's Name],

I wanted to follow up on my email from last week regarding the marketing report. I understand that you may be busy, but I would appreciate it if you could let me know when I can expect to receive the report.

Best regards, Jane Smith

Example 3: Apology Email

Subject: Apology for Delayed Response

Dear [Recipient's Name],

I apologize for the delayed response to your email. I have been out of the office for the past week and just returned to my desk. I will respond to your email as soon as possible.

Best regards, Bob Johnson

Remember to always proofread your email before sending and to use a professional tone and language.