• 3 min

Sending emails is a part of everyday life, whether you are working, studying, or simply contacting someone for information. While it is easy to drop an email, writing it effectively can be challenging. To ensure your emails are clear and impactful, consider these ten dos and don’ts of email etiquette and the key vocabulary.

Do have the right email address

Before sending an email, double-check that you have the correct email address of the intended recipient. Verifying this detail can prevent misunderstandings and the accidental sharing of sensitive information. Many companies provide contact information online, so take advantage of these resources.

Don’t ignore the subject line

The subject line provides a brief overview of the email’s content and helps the recipient understand its purpose. Ignoring or leaving the subject line blank can result in your email being overlooked or marked as spam. Opt for a concise and relevant subject line that accurately reflects the purpose of your email.

Do introduce yourself

When communicating with someone for the first time or in a professional setting, it is important to introduce yourself briefly. This introduction establishes a connection, provides context, and ensures the recipient knows who you are and why you are reaching out. Keep your introduction concise, but include relevant information to establish credibility.

Don’t assume the recipient can read your mind 

While you may possess all the details and background information related to the subject of your email, the recipient may not be familiar with them. Avoid assuming the recipient has prior knowledge and provide sufficient context or background to ensure clarity and understanding.

Here is some useful vocab to consider:

I am reaching out regarding the application call for the XX program…

I am writing to ensure you have received…

I am contacting you regarding…

This email is a quick reminder…

I would like to let you know…

I would like to inform you…

I wanted to update you on…

Do know your tone

The tone of your email sets the tone for the communication and greatly influences how your message is received. Whether the tone is formal, friendly, or professional, choose an appropriate one that aligns with the context and maintains a respectful and positive tone throughout the email.

Don’t overcomplicate your text

Keep your email message clear, concise, and to the point. Avoid using complicated jargon, excessively long sentences, or unnecessary technical details. By using simple and straightforward language, you can ensure that your message is easily understood and prevent confusion or misinterpretation.

Here is some useful vocab to consider:

I would like to schedule a meeting…

I would like to request…

I have three questions about…

Could you please clarify…

Could you please send me further details about…

Could you provide me with more information on…

Do proofread your text

Take the time to proofread your email before sending it. Check for any spelling or grammatical errors, awkward phrasing, or unclear sentences. A well-edited email not only demonstrates professionalism but also helps avoid misunderstandings that can arise due to errors in your text.

Don’t forget the attachments

If you mention or refer to any attachments in your email, make sure to attach them before sending your letter. Forgetting to include the necessary files can inconvenience the recipient and may require follow-up emails, leading to delays in the intended communication.

Here is some useful vocab to consider:

Please find attached…

I am attaching the…

I have enclosed the…

Do sign your email

Always conclude your email with an appropriate closing and include your name. This adds a personal touch and makes it easier for the recipient to address you in their response. Including your contact information, such as a phone number or email signature, can also be helpful.

Here is some useful vocab to consider:

Feel free to contact me if you have any questions…

Look forward to hearing back from you…

Let me know if you have any questions…

Don’t forget to reply

Promptly responding to emails is crucial for effective communication. Avoid leaving emails unanswered for extended periods, as this can be viewed as unprofessional or disrespectful. Even if you cannot provide a full response immediately, acknowledge the email and communicate an anticipated timeline for a more detailed reply.

Here is some useful vocab to consider:

Thank you for your quick reply…

Many thanks for getting back to me…

I appreciate your detailed response…

By following these dos and don’ts, you can enhance the effectiveness of your email communication, build better relationships, and ensure that your messages are well-received and understood by recipients.