If you’re like most of us, you probably receive dozens—if not hundreds—of emails every day. Many of these are likely junk: preformatted messages filled with HTML, advertisements, or newsletters. But when it comes to workplace emails, they take on a completely different level of importance. Emails aren’t just messages—they’re official communications that represent both you and your company.
Emails Are Not Text Messages
One common mistake people make is treating emails like text messages. Unlike texts, which are often casual, short-lived, and rarely forwarded, emails have a broader reach and a more permanent lifespan. Emails are searchable, often archived, and can easily be forwarded to others—including customers, leadership, or external stakeholders.
Remember: Your email is an extension of your professional identity.
When sending emails, avoid being overly casual or writing one-line messages like “Hey” or “You don’t get it.” These kinds of messages fail to recognize the professional nature of email communication and the potential audience beyond the initial recipient. Texting may suffice for quick, informal exchanges, but email demands clarity, formality, and attention to detail.
Professional Tone and Structure Matter
Emails to groups—especially those that include customers or leadership—should begin with a polite and professional greeting. Avoid overly casual openings like “Hey” or “How’s it going?” Instead, use simple, neutral greetings such as:
• “Hello [Team/Colleagues/Everyone],”
• “Good morning,”
• Or address specific individuals directly, such as “Dear [Name(s)]”.
While informality may have its place in certain contexts, it’s important to remember that written communication often endures long after the original conversation. Emails may be reviewed, referenced, or forwarded months or even years later. Starting your email with professionalism sets the tone for the rest of your message.
Keep It Clear and Actionable
The best emails are concise and actionable. Here are a few tips to keep your communication clear and effective:
1. State the purpose upfront:
• Begin with a subject line that summarizes the email’s content (e.g., “Request for Approval: [Project Name]” or “Follow-Up on [Meeting Name]”).
• Open the email by explaining its purpose. For instance: “I’m reaching out to request approval for…” or “This email is to provide updates on…”.
2. Organize content for clarity:
• If you’re addressing multiple people with different action items, clearly separate their sections. For example:
• [Name 1]:
• Action item or information specific to them.
• [Name 2]:
• Their action item or relevant details.
• This structure ensures each recipient knows what pertains to them and reduces confusion.
3. Avoid unnecessary gendered language:
• Avoid greetings like “Gentlemen” or “Team Members” if they might exclude or alienate individuals. Instead, use neutral options like “Hello everyone” or simply “Hello.” This small adjustment can make your emails more inclusive and professional.
Leverage AI for Polishing
In today’s world, tools like ChatGPT, Gemini, Grammarly, and others make it easier than ever to write polished and professional emails. These tools can help:
• Improve tone and grammar.
• Clarify the message.
• Eliminate unintentional mistakes or harsh language.
For example, you can draft your thoughts—whether they’re critical, emotional, or overly detailed—and then refine the message with AI to ensure it aligns with your professional standards. These tools allow you to retain your personal style while ensuring the email reflects well on both you and your company.
Pro Tip: An AI-polished email is not only clearer but also helps you maintain professionalism, even in challenging situations.
Your Email Is Your Legacy
In a digital age where emails are often archived, searchable, and shared, they can become part of your professional legacy. Each email you send contributes to how others perceive your communication skills, attention to detail, and professionalism.
That doesn’t mean you have to sacrifice your personal touch. Custom signatures, thoughtful closings, and a distinct writing style are still entirely appropriate. But as emails increasingly outlive their senders, it’s worth investing the time to ensure they’re polished and professional.
Final Thoughts
Emails are far more than a quick exchange of information; they’re official records and reflections of your professional identity. By maintaining a professional tone, structuring your emails for clarity, and leveraging tools to improve quality, you’ll ensure that your communications leave a positive impression.
Your legacy in the workplace could very well live on through your emails—so make them good ones.
Key Tips for Email Etiquette:
1. Avoid casual, text-like language in emails.
2. Use neutral and inclusive greetings.
3. Organize emails with clear structure and actionable points.
4. Leverage AI tools to refine tone and grammar.
5. Treat every email as a reflection of your professionalism and your company.
Write emails that bring honor to yourself and your organization—you never know how far they’ll go or how long they’ll last.