Which of the following is a reason why greetings and names are omitted from emails?

In a world of emojis, abbreviations, and instant communication, we are all used to sending messages that are short, sharp and to the point. So when we use email, why wouldn’t it be the same? Well, there is actually something pretty important to consider: your email etiquette.

What is email etiquette?

Basically, email etiquette is a set of rules that you use when you’re composing an email. You use these rules to make your email more professional and clear. The rules can be different depending on who you’re sending an email to, but are a great base to work from no matter who you’re talking to.

Think of it a bit like sending a letter (old-fashioned, we know!). If you just put a piece of paper in the envelope without saying who it’s for, who it’s from, or what it’s about, it’s probably going to be pretty confusing for the person who receives it.

Why is email etiquette important?

Having good email etiquette makes it more likely that people will respond positively to your emails. It shows people that you are professional and polite, and makes it less likely to cause misunderstandings.

Here’s a great example from UTS of what not to do in your email:

If you received an email like this, how do you think you would respond? Would you be inclined to help this student, or more likely to ignore them?

And it might not seem like it while you’re at school, but your conduct online is very important. Lots of things that go on the internet are out there forever – and this includes your emails. Always think twice about what you’re about to send.

Email etiquette tips

So what are some things you can do to make your emails more professional, and potentially avoid offending someone? We’ve gathered some of the top tips for you to keep in mind before you hit send.

Make your subject line clear and concise

Depending on who you’re emailing, they might have tens or even hundreds of emails to sift through every day. And the first thing they’re likely to see is the subject line. If the subject line is confusing or vague, they’re much more likely to scroll right past it.

Using the example above, from the lecturer’s point of view, what is this email about? What assessment was it? Which student? What class? This one is probably going to go to the bottom of the pile.

Instead, using a subject line like “Question about Assessment 2 for ‘Workplace Communication'” lets them know exactly what the email is going to be about even before they’ve opened it.

Use proper greetings

Even if you know the person you’re emailing, it’s best to be as professional as possible in your emails. And this includes the way you greet them. While you might say “hey” or “what’s up” to them in person, it’s not the best look in an email. Even worse, jumping in with no greeting at all comes off as rude.

Some common greetings include “Hi” or “Hello”, or if you need to be a bit more formal, “Dear” or “Good morning/afternoon”.

Don’t forget to include the person’s name as well (if you know it) – it shows that extra level of attention to detail. And make sure you refer to the person you’re emailing correctly. You wouldn’t email your teacher and start with “Dear Jane”. “Dear Ms Doe” would be much more appropriate.

Politely sign-off

Similar to the above point, being professional and polite when finishing your emails is important too. Common ways you can sign-off an email include “Kind regards”, “Sincerely”, or even “Thank you”.

Introduce yourself

This is especially important if you’re sending an email to someone you don’t know. But even if it is someone you know (like your teacher), it’s better to introduce yourself so they can quickly figure out who it’s from instead of having to read through to the end.

You can always start with your name (“My name is…”), and then some extra info about who you are that’s relevant to the person you’re emailing. For example, if you’re emailing a university lecturer, you might also include your student number. If you’re at work and emailing a client, you could include the name of your business so they know who’s contacting them. If you’re emailing about a job opportunity, mention that.

Proofread your message

Just like you would with your assignments, it’s important to double-check your emails before you send them off. Make sure there aren’t any spelling mistakes or issues with grammar. It’s also important to check the tone of your message to make sure it doesn’t come off as rude or aggressive, or too casual.

Taking the time to read your email out loud can also help you catch any mistakes you might have missed by skimming it.

Keep it simple

Nobody wants to be spending half of their day reading through pages and pages of emails. Keep the content relevant and as brief as possible while still being clear. If it’s something that you feel might need more explaining, you could try contacting the person by a different method, such as over the phone.

Include a signature

Similar to introducing yourself, having a signature at the bottom of your emails lets people know who you are. Not having any information about yourself can seem rude or even suspicious.

Include your name and (if it’s a work email) your position. It’s also good to put your contact information in there so people know how to get in touch with you if they need.

Check who you’re sending it to

There’s nothing more embarrassing than sending a message to the wrong person, especially if it includes information that’s private or personal. Make sure you always double-check the email of the person you’re sending to, as well as whether there are other people who need to be included (or not) in the email.

A good habit is to write your message before entering the person’s email address – this way you can’t accidentally send it too early either.

Final thoughts on email etiquette

Remember, the way you write your emails is a way of showing people who you are. If your message is unorganised and full of spelling mistakes, what do you think people will think about you? If it’s rude or aggressive, do you think the person on the other end will respond positively? Regardless of who we are or what we do, good communication is always an important skill to have.

Look back at the email example from UTS above, then take a look at their suggestion for a good email:

Much better!

If you want to know more about effective communication in the workplace, we have more resources you can check out here.

Want to know if communication is your strong suit? You can take our Skills Report and find the soft skills you excel in.

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