Email etiquette for business

Email Eiquette is an essential feature of conducting business via the internet, but is your email etiquette up to scratch?

Email etiquette and how to keep your emails professional are the discussion points in this blog:

  • Professional Email Address
  • Clear subject
  • Signature blocks
  • Salutations
  • Writing style and Punctuation
  • Proofreading
  • Privacy
  • Verify that you are sending it to the right person
  • General

Email Etiquette is an important skill you need to learn if you want to do business in a professional manner. Emails are the most commonly used correspondence method in business today and as employers and employees who represent your business, we must ensure that our emails are professional and reflective of a professional work image.

Here are some pointers to consider:

Professional email address

Don’t have your business’ credentials questioned because you are using a free email address. Most hosting packages include email addresses from your domain that is connected to your business.

Clear Subject

Always include a clear subject when sending out an email.


Keep salutations in emails for professional purposes formal and professional.

Signature blocks

Use Signature blocks at the end of your emails to enhance your professional image and to give the email an official appearance.

Writing style and Punctuation

Keep your writing style formal and courteous. Don’t use exclamation marks.


Always proofread your email before sending it to establish there are no spelling or grammar errors.


Don’t discuss private and confidential matters via email, as you never know who might see the mail, other than the recipient.

Verify the recipient

Always ensure that you send the email to the correct person to prevent embarrassment or worse.


Emails are essentially business correspondence and sometimes we have never even meet the person on the receiving end. Always keep in mind that you are representing your business or organisation and conduct yourself in such a manner that you are an asset not an embarrassment.

Keep negative emotions out of emails. Don’t send mails when you are angry, you might regret it after you have sent it.

Represent your business by keeping your emails courteous, to the point and professional and sticking to professional email etiquette.