Mastering Business Email Etiquette: A Quick Guide

In the professional world, your email is often your first impression—so it’s worth getting it right! Whether you're writing to a colleague, a client, or a new contact, knowing how to structure your email and strike the right tone of formality can make all the difference.

How to Start: Greetings & Formality Levels

Your opening sets the tone. Choose a greeting based on how well you know the recipient and the context:

Formal Examples:

• Dear Mr. Smith,

• Dear Dr. Kowalski,

• To Whom It May Concern, (for unknown recipients)

Neutral/Standard:

• Dear John,

• Hello Ms. Adams,

• Good morning,

Informal (only when appropriate):

• Hi Mark,

• Hey Emily,

• Hi everyone, (for team emails)

Avoid overly casual greetings like “Yo” or “Heya” in a business setting—save those for personal chats!

The Structure:

Beginning – Middle – End

Beginning

Start by stating the purpose of your email clearly:

• I hope this message finds you well. I’m writing to follow up on…

• Thank you for your email. I wanted to share some updates on…

Middle

Give necessary details, instructions, or updates. Use short paragraphs, bullet points, or bold text to highlight key information—this improves readability.

End

Wrap up with a clear next step or call to action:

• Please let me know by Friday if this works for you.

• I look forward to hearing your feedback.

Sign-Offs:

What Do They Really Mean?

Choosing the right closing phrase adds to the tone and clarity of your message.

Final Tips

• Always proofread before sending—typos can look unprofessional.

• Avoid ALL CAPS—it can seem aggressive.

• Attachments? Mention them! (“Please find attached…”)

Whether you’re reaching out for the first time or maintaining a professional relationship, well-structured, polite emails build credibility and trust.

Happy emailing!