Are you looking for ways to improve your email communication? Whether you’re communicating with colleagues, clients, or friends, following good email etiquette is essential. In this article, we’ll provide good and bad email etiquette examples to help you craft clear, professional, and effective emails. These examples are designed to provide you with a starting point, and you can edit them as needed to fit your specific needs.
Email Etiquette: Structuring for Success
If you want to make a good impression and get the most out of your emails, then it’s important to follow good email etiquette. This means using a clear and concise subject line, being mindful of your tone, and proofreading your messages before sending them.
Subject Line
Your subject line is the first thing that people will see, so make sure it’s clear and concise. It should give recipients a good idea of what your email is about, without being too long or vague. For example, a good subject line for an email about scheduling a meeting would be “Meeting request for next Tuesday.”
Tone
The tone of your email is also important. You want to be professional and respectful, but you also want to be friendly and approachable. Avoid using negative language or sarcasm, and be careful not to come across as too aggressive or demanding.
Proofreading
Before you send an email, always proofread it for errors. This includes checking for typos, grammatical errors, and spelling mistakes. It’s also a good idea to have someone else review your email before you send it, just to make sure that it’s clear and error-free.
Bad Email Etiquette Examples
* **Subject line:** Hey there
* **Body:** I’m writing to you because I need you to do something for me. Can you please send me the report that I asked for last week? I need it by the end of the day. Thanks.
This email is not very clear or concise. The subject line is too vague, and the body of the email is demanding and unprofessional.
* **Subject line:** Urgent!!!
* **Body:** I need you to do something for me right now. It’s really important. Please drop everything and help me out.
This email is too aggressive and demanding. The subject line is overly dramatic, and the body of the email is too pushy.
* **Subject line:** FYI
* **Body:** Just wanted to let you know that I’m going to be out of the office next week. I’ll be back on Monday.
This email is too informal and vague. The subject line is not clear, and the body of the email does not provide enough information.
Good and Bad Email Etiquette Examples
Emailing a Potential Employer
Hi [Hiring Manager Name],
My name is [Your Name] and I’m writing to express my interest in the open position of [Position Name]. With my [Number] years of experience in [Relevant Field], I believe I have the skills and qualifications you’re looking for.
**Bad:**
Yo, what’s up?
I saw that you have a job opening for [Position Name]. I’m like, totally interested because I have been doing this for like forever.
Responding to an Interview Request
Dear [Interviewer Name],
Thank you for your email inviting me to an interview for the position of [Position Name]. I am very excited about this opportunity and would be happy to meet with you on [Date] at [Time].
**Bad:**
Yeah, I can interview on [Date] at [Time].
Whatever.
Following Up on an Application
Hi [Hiring Manager Name],
I hope you’re doing well. I’m writing to follow up on my application for the position of [Position Name] that I submitted on [Date]. I’m very interested in this opportunity and am eager to learn more about it.
**Bad:**
Hey, what’s the deal with my application? I sent it like a month ago and haven’t heard back.
I really want this job, so can you get back to me ASAP?
Requesting a Meeting
Hello [Recipient Name],
I hope you’re having a productive day. I’m writing to request a meeting to discuss [Topic]. Would you be available on [Date] at [Time]?
**Bad:**
Hey, I need to talk to you about something.
When are you free?
Asking for Help
Dear [Colleague Name],
I’m working on a project and I’m having trouble with [Specific Issue]. I would really appreciate it if you could provide me with some assistance.
**Bad:**
Help me! I’m drowning!
Thanking Someone
Dear [Recipient Name],
Thank you so much for your help with [Specific Thing]. I really appreciate your time and effort.
**Bad:**
Thanks for that.
Apologizing
Dear [Recipient Name],
I am writing to sincerely apologize for [Mistake]. I understand that this was a serious error and I deeply regret any inconvenience or harm it may have caused.
**Bad:**
Sorry about that.
Email Etiquette: Tips and Examples
Good Email Etiquette
– **Use a Clear and Concise Subject Line:** Let the recipient know what your email is about at a glance.
– **Proofread Before Sending:** Ensure your email is free of typos, grammatical errors, and formatting issues.
– **Be Polite and Respectful:** Use appropriate salutations, such as “Dear [Recipient Name]”. Maintain a professional tone throughout your email.
– **Be Brief and To-the-Point:** Get your message across clearly and efficiently. Avoid using unnecessary words or phrases.
– **Use Clear Formatting:** Use proper spacing, headings, and bullet points to make your email easy to read.
– **Use Formal Language:** Use appropriate vocabulary and grammar, avoiding slang or jargon.
– **Use a Professional Email Address:** Create a dedicated email address for business purposes.
– **Respond Promptly:** Respond to emails within a reasonable time frame, showing that you value the sender’s time.
– **Consider the Recipient’s Perspective:** Keep the recipient’s needs and interests in mind when crafting your email.
– **Use Signature Block:** Include a signature block with your contact information for easy follow-up.
Bad Email Etiquette
– **Using Vague or Misleading Subject Lines:** Subjects like “Question” or “FYI” provide no context.
– **Sending Typos and Grammatical Errors:** Unproofread emails can damage your credibility and make it difficult to understand.
– **Being Rude or Disrespectful:** Using inappropriate language or tone can create unnecessary conflict.
– **Being Too Long and Rambling:** Recipients will lose interest if your email is too long or hard to follow.
– **Poor Formatting:** Emails with poor spacing, unclear fonts, or lack of structure can be visually unappealing.
– **Using Slang or Jargon:** Informal language may not be appropriate in a business setting.
– **Using a Personal Email Address:** Business emails should be sent from a professional address.
– **Ignoring Emails or Delaying Responses:** Unresponsiveness can show lack of professionalism and disregard for others’ time.
– **Not Considering the Recipient’s Perspective:** Sending emails that are irrelevant or not tailored to the recipient can be ineffective.
– **Omitting a Signature Block:** Lack of contact information can make follow-up difficult.
FAQs on Good and Bad Email Etiquette Examples
Q: What is a good subject line for an email?
A: A good subject line should be clear, concise, and relevant to the content of the email. It should be long enough to provide context but short enough to be easily readable.
Q: When should I use a formal or informal tone in an email?
A: The formality of an email should match the relationship you have with the recipient and the context of the email. Use a formal tone for professional or official communications, and an informal tone for personal or more casual conversations.
Q: How should I address someone in an email?
A: In a formal email, use the recipient’s full name and title. In an informal email, you can use their first name or a nickname if they are close acquaintances.
Q: What should I include in the body of an email?
A: The body of an email should include a clear introduction, the main points you wish to convey, and a call to action if necessary. Keep it concise, well-organized, and easy to read.
Q: When should I use attachments in an email?
A: Only attach files when absolutely necessary. Make sure the attachments are relevant to the email and are in the correct format. Compress large attachments to reduce their size and consider using cloud storage for sharing large files.
Q: What are some bad email etiquette practices?
A: Examples of bad email etiquette include using all caps, sending mass emails without personalization, using excessive emojis or exclamation marks, and replying to all when not necessary.
Q: How can I stay professional in email communications?
A: To maintain professionalism, use appropriate language, proofread carefully for errors, and respond promptly. Avoid using abbreviations or slang, be respectful of others’ time, and use a clear and organized writing style.
Chill Out
Thanks for hanging out with me while we talked about email etiquette. I hope you found this article helpful, and I’d love to hear your thoughts in the comments below. If you want to keep the good vibes flowing, feel free to check out my other articles on all things communication. Catch you later!