Email Etiquette 101

Email is a genre of writing, where genres can be understood as "abstract, socially recognised ways of using language” (Hyland, 2015). In other words, emails are expected to be written in a particular way.

How you use email leaves an impression. So, you’ll need to consider:

• Who are you writing to/for?
• What are their expectations?
• Will there be consequences if you don’t meet these expectations?

Deborah Greenhut is clear that we should “not use email the way we use message apps” (Greenhut, cited in Digital Literacy, 2023).

Look at the email sent out below. Then look at the replies that follow. What’s your feeling? Do all the emails demonstrate good email etiquette? Are the first considerations met? You may also want to consider the greeting, purpose, grammar, vocabulary, spelling, and sign-off as you read them through.

All the email replies in the section above could be improved. Let’s look at how.

Greeting

Questions to consider are: Who are you writing (back) to? How formal should you be?

• If you are replying to an email, you should look at how the writer has signed off the email and reply using that information.
• If you are writing to someone for the first time, be formal. A “Dear + full name” or “Title + family name” will be fine.

Purpose

Questions to consider are: Who are you writing (back) to? What do they need to know?

• If you are replying, you will have a subject line already. However, if you need to create one, be clear, professional in tone and concise. Rephrase if you have a subject line that is more than 10 words long.
• If replying, answer the question asked!
• If writing to ask a question, be clear about what you expect the recipient to do after reading your email.

Grammar, Vocabulary and Spelling

Questions to consider are: How well do you know who you are writing to? How much time do you have to proofread your email?

• The better you know someone the more informal you can be (you can use shared technical terms, can add exclamation points, can add conversational phrases). You may also add in something amusing (but remember humour doesn’t always translate – so approach with caution).
• Not proofreading an email and sending one full of errors is likely to damage your reputation. If you don’t have time to proofread, use a generative AI tool that can check your email as you type.

Sign-off

Questions to consider are: How much does the person you are writing to know about you?

• In the line after your first name include information such as your full name, your student ID number, your favoured pronouns and if you are unsure whether people will know how to pronounce your name, include a link to you saying your name. You can also link to LinkedIn if you have a profile or a website which hosts your portfolio of work.

Font

• Use Arial, Calibri or Lato.
• Use size 12pt or higher.

Colour

• Make sure you aren’t using colour for emphasis.

Attachments and links

• If you are including a gif or video link, let the reader know if there is any flashing content.
• Describe the gif if it is helping to convey the purpose of your email or right click your mouse, Edit Alt Text and add in your description.
• Don’t label your link, "click here", or "go here". The link should indicate the content of the information you are asking the reader to go you.
• If you are writing to a shared/generic inbox, please attach all documents, as sharing links to documents hosted on One Drive or SharePoint won't open.

Have you...

• conveyed the purpose of your email in the subject line of your email?
• used an appropriate greeting?
• kept the content of your email concise?
• used a polite (and academic) tone?
• checked the formatting of your email?
• proofread your writing?
• finished with an appropriate sign-off?

If you prefer to learn via audio-visual content, please check out these two resources:

• 6 tips to perfect your online messages
• Writing a professional email

And if you are still not feeling sure, don’t forget you can make use of generative AI tools to help you write. Most tools offer a free trial period so if you have one or two emails to send that ‘must be right’ consider signing up for the trial.

If you are fan of HTML code, then you have a great opportunity to do more with your emails. Take a look at the Litmus guide - Email Accessibility: Your Ultimate Guide.

Digital Literacy, (2023) What are some dos and don'ts of email etiquette in the workplace? Available at: https://www.linkedin.com/advice/1/what-some-dos-donts-email-etiquette-workplace (Accessed: 04 October 2023).

Hyland, K. (2015) 'Genre, discipline and identity', Journal of English for Academic Purposes, 19, pp.32-43. doi: 10.1016/j.jeap.2015.02.005.

• Consult our Study Skills Guides: Proofreading your work. 

Don’t worry! Email studyskills@abertay.ac.uk. We are here to help!