business email etiquette

Digital communications have largely replaced paper communication across numerous working platforms. Especially since the pandemic came to the surface, people rely more on digital communication tools (such as Slack) to communicate with their colleagues. Therefore, email etiquette is now as crucial as proper business email etiquette.

A proper email etiquette enables you to create a solid impression upon your clients, consumers, and colleagues. With considerable writing format and professional work, you will be able to create a unique impression for your platform and make your voices heard. Hence, it can be beneficial in establishing your client management system. In this article, we will be giving an overview of email etiquette and the best strategies that we can come up with regarding it.

Business Etiquette Strategies

Email etiquette for a business is the required set of aspects to ensure professional email communications. Proper business email etiquette involves all the credentials of a professional message, such as a proper subject line, appropriate fonts, call to action (CTA), content structure, and proofreading. The employees should focus upon the recipients of messages and ensure that their message format is correct and without any interruptions. Below, we have shared a few guidelines that will allow you to execute email etiquettes in a better way.

1. Simple and Unique Subject Line

If you want to know what is business email etiquette, then you must understand that a subject line is the most important aspect of it. When customers open an email in their inbox, the subject line is the first thing they check. You can consider the subject of a message the same as the title of your message. The subject line should be to the point so that the reader easily understands the context of your message.

unique subject line

Image taken from Strikingly

If your subject line is not good enough, then don’t even think that your customer feedback will be good enough either. The subject line must show the purpose of your message pragmatically. It should either be a few words or a sentence. If you manage to keep your subject line brief, it will increase the chances for the recipient to understand your context.

Most of the subject lines of an email are three to five words long. For example, if you are considering a job application, then you must look into the identifiers, such as “Search Engine Optimizer Application” or “IT Expert Job Application”. Such kind of subject lines are brief and make it easy for the recipient to understand.

When you are working on a business email, you must never ignore a subject line. Every detail is important when it comes to your platform. Therefore, the slightest of negligence may result in you losing out on clients. You must create a good impression so that your recipients prioritize your email over all the others that they receive every day.

2. Consider a Standard Font

It is all good to keep your email neat and tidy, but you must also be able to give it a professional look. If we look at the default settings, it usually has a black or dark grey text color with a simple font. However, you must also consider a standard font and color to improve your business email etiquette.

It is completely different from choosing fonts for the website logos. However, just like website logos, professionalism is one of the rules for sending business emails. This will enable your recipients to understand your message and assure themselves that the message is sent directly from you. The best email fonts include the following:

  • Avenir
  • Arial
  • Calibri
  • Cambria
  • Constantia
  • Corbel

3. Inform Your Recipient Appropriately

In your early school years, you may have read about the differences between an informal and formal message. You communicate with recipients with labels, such as Mr., Mrs., Ms., etc. Well, the same applies in the world of business email etiquettes. Unless you know the recipients really well, you must communicate with them by integrating appropriate labels with them.

If you are in close contact for a long time, you can respond to them on a first-name basis. For example, you can communicate like “Hello Mr. Fahad” or “Welcome Mr. Fahad” to start your email professionally. All the top business email services consider this concept as part of their email communication best practices.

inform your recipient

Image taken from Strikingly

If you are making an inquiry for a job, creating a professional outlook becomes even more important. You cannot be getting high-quality jobs if you cannot deliver emails professionally. If you have to send a job application but the mail list doesn’t contain the name of the job who will review your application, you can consider phrases, such as “To Whom It May Concern” to maintain a professional look.

4. Consider Carbon Copy

Using carbon copy (CC) for a group of business contacts is ideal to ensure proper business email etiquette. Those business contacts can connect each other to the email chain. This strategy is beneficial when you are delivering an email to a set of co-workers, and want your recipients to see that who else in your team can visualize your email.

consider carbon copy

Image taken from Strikingly

The CC option makes your names and email addresses visible to all those coworkers that will receive your email address. Therefore, you must be careful when to use this option. Most of the professional email addresses do associate the CC option with them as they have to work with a huge number of coworkers.

If you are sending messages to a group of people that are unknown to each other, you can use a blind carbon copy (BCC) option. Unlike the CC option, it does not share the names and email addresses of the sender to ensure privacy.

5. Structure Messages Properly

You can use numerous readability and structural techniques to ensure that your email is well-written and easily understandable for your recipient. You can organize your body paragraphs and break huge paragraphs into small paragraphs to improve readability. If you have well-written experience regarding emails, you can make your way in the writing industry with a writer’s website.

a structured email

Image taken from Strikingly

One of the most important business email etiquette rules is to have a top readability score. That will only be possible if you are aware of its techniques. For example, if you are writing a long email, you must write small paragraphs alongside numbered or bullet listings to outline crucial information. You must ensure that there is a sequence in your writing, with every paragraph being interconnected. The first line must outline the purpose of the entire paragraph.

If you want to create a writer’s website for such matters, you can rely on Strikingly. We are arguably the best platform when it comes to building websites at an affordable price and maintaining them appropriately. With Strikingly, you can optimize your website and make it look user-friendly and easier to find.

6. Provide Call To Action

The best way to conclude a message is by integrating a call to action (CTA) at the end of it. CTA button enables your recipient to understand that what they must do next. Numerous business email service providers tend to use this strategy as part of their professional emails.

In the CTA, you can call your client for a meeting, demo, presentation, or just a general response. This strategy is crucial to upgrade your business email etiquette. It makes your customer understand the duration in which they have to comply.

7. Include Professional Conclusion

Apart from CTA, you must conclude your message professionally, such as “Thank You”, “Sincerely”. If necessary, you can add your name along with your signature, position (and phone number) at the bottom of the page. These details are beneficial for your business email etiquette as they will give your recipient all the requirements if he/she wants to reply.

One of the rules for sending business emails is to maintain professionalism all the way through your text. Therefore, you must sign off with your email appropriately. You must not consider unnecessary usage of typography as part of your email as it will create an unprofessional outlook.


In a period where pandemics are putting people’s jobs at risk, they have considered marketing as an ideal way to make a living. Moreover, 85% of American retailers feel that professional email service is the best when it comes to doing marketing. In comparison to social media campaigns, email marketing has resulted in more leads, better success, more cost-effectiveness, and more customer purchases.

business email tools

Image taken from Strikingly User’s Website

Strikingly is one of the most reliable platforms when it comes to ensuring a considerable business email etiquette. You can create custom email addresses on our platform. Personalized email addresses will elevate your email campaigns and give a more professional look to your platform.

As a result of a personalized email address, you will have your custom email domain, such as the “” email. Therefore, you would not be bothered about your incoming customers, site visitors, and potential leads receiving generic messages from your free email service, such as Gmail or Yahoo!. Therefore, don’t waste any time and head over to Strikingly to create your custom email address!