A badly written email can cost you a client, a deal, or a week of back-and-forth. A good one gets a fast, clear reply and makes you look like someone worth working with.
Business email etiquette is the set of habits that makes your messages easy to read, easy to act on, and hard to misread. The rules below apply whether you're writing to a client, a coworker, a vendor, or a stranger you're pitching for the first time.
15 business email etiquette rules
1. Write a specific subject line. Recipients decide whether to open your email based on the subject alone. "Quick question" tells them nothing. "Question about Thursday's proposal deadline" tells them exactly what to expect.
2. Use the right greeting. "Hi Maria," works for most business emails. Use "Dear Ms. Tremblay," for formal or first-contact messages, especially in traditional industries. Avoid "Hey guys" or no greeting at all.
3. Get to the point in the first two lines. People read emails quickly, often on a phone. Put your request or main message up front and add context after.
4. Stick to one purpose per email. If you need three unrelated things, you'll probably get one answer. Send separate emails, or number your questions clearly.
5. Keep it short. Most business emails work best under 150 words. If you're writing much more, ask whether a call would be faster.
6. Match the other person's tone. If they write casually, you can relax a little. If they're formal, stay formal. When in doubt, be polite and plain.
7. Proofread before you send. Typos in a name or a number do the most damage. Read it once aloud, and double-check names, dates, amounts, and attachments.
8. Use Reply All sparingly. Before you hit it, ask whether everyone on the thread really needs your message. Most of the time they don't.
9. Use CC and BCC on purpose. CC people who need to be informed. Use BCC when you're emailing a group who shouldn't see each other's addresses. Never BCC someone secretly into a sensitive conversation.
10. Mention attachments and keep them light. Say what's attached ("I've attached the signed contract"). For large files, send a shareable link instead, and check that permissions are set correctly.
11. Answer within a reasonable time. Within one business day is a common expectation. If you need longer, send a short note: "Got this, I'll have an answer by Friday."
12. Skip the ALL CAPS, the shouting, and the exclamation marks. One exclamation point in a friendly note is fine. Five in a row reads as unprofessional or angry.
13. Never send an email when you're angry. Write it, save it as a draft, and reread it after an hour or the next morning. Most emotional emails don't survive a second read.
14. Use a clean signature. Include your full name, title, company, and one or two ways to reach you. Skip long quotes, images that won't load, and legal walls of text.
15. End with a clear next step. Don't leave people guessing. "Could you confirm by Wednesday?" gets a faster reply than "Let me know your thoughts."
Email templates you can copy
Making a request
Subject: Request: updated pricing for the Q3 order
Hi Daniel,
Could you send me the updated pricing for the Q3 order by Thursday? We're finalizing our budget on Friday and want to include accurate numbers.
Thanks for your help.
Best regards,
[Your name]
Following up when you haven't heard back
Subject: Following up: proposal sent on May 12
Hi Sophie,
I wanted to check whether you've had a chance to review the proposal I sent last week. I'm happy to answer any questions or adjust the scope if that would help.
Would a quick 15-minute call this week work?
Best,
[Your name]
Politely saying no
Subject: Re: Partnership proposal
Hi Alex,
Thank you for thinking of us and for the detailed proposal. After reviewing it, we've decided not to move forward at this time, as it doesn't fit our current priorities.
I appreciate your time and wish you the best with the project.
Kind regards,
[Your name]
Apologizing for a late reply
Subject: Re: Contract questions
Hi Priya,
Apologies for the delay in getting back to you. Here are the answers to your questions: [answers].
Please let me know if anything is unclear.
Best,
[Your name]
Common mistakes to avoid
Vague or empty subject lines
Writing a wall of text with no paragraphs
Forwarding long threads without saying what you need
Using humor or sarcasm that could be misread in writing
Sending sensitive information, such as passwords, over email
What about marketing emails?
Emails to customers and prospects follow all the rules above, plus extra ones. In Canada, commercial electronic messages generally require the recipient's consent, an unsubscribe option, and clear sender identification under the country's anti-spam law. Check the current requirements or ask a legal professional if you send marketing emails at scale.
Beyond compliance, good marketing email also depends on timing, segmentation, and testing. If you'd like help building welcome sequences, abandoned-cart reminders, and win-back campaigns that actually earn opens and revenue, take a look at our marketing and automation work.
The bottom line
Good email etiquette comes down to respect for the reader's time: a clear subject, a direct message, a courteous tone, and a next step. Keep the templates above handy, and adjust them to your own voice.
