Giving Good Email in the Workplace (or How I Kicked My Cringe-y Sending Habits)
If you’re anything like me, sending emails used to feel like trying to defuse a bomb without the handy “How to” guide. Each time I clicked send, I’d feel a pang of dread, wondering what mistakes lurked within my message for all the world to see. Did I use the right tone? Are those silly emojis unprofessional? How many exclamation points are too many?! (Ok, anything more than zero when emailing your CEO is too many, I’ve learned).
After one too many awkward blunders—like accidentally signing off a client email with “xoxo” (I still wake up cringing over that one)—I realized getting email etiquette down was a skill I needed to master stat.
Over time and plenty of cringe-worthy slip-ups, I created a set of guidelines tailored to my scatterbrained self to prevent me from sticking my foot in my mouth with each click of the send button. If you dread hitting send as much as I used to, these tips are for you.
Keep It Concise Yet Complete
I tend to ramble if I don’t keep close tabs on word count (Exhibit A: this post). In a professional email, brevity is key. Keep messages as focused and to-the-point as possible without leaving out important details. Bullet points and numbered lists can help break up wordy paragraphs. Resist overflowing the recipient’s inbox with blocks of text destined for the trash folder.
However (you knew a “but” was coming), don’t get so brevity-happy that your emails lack necessary info. Quick notes assuming lots of unwritten context often require multiple clarifying messages. Provide necessary background and details—just keep it succinct.
Proofread Like Your Job Depends on It
My typing fingers often produce gobbledegook at breakneck speeds, so I’ve embraced proofreading like it’s my job. Because it is.
Use my handy PROOF method before pressing send:
Proofread (Make sure autocorrect didn’t swap out a correctly spelled word for nonsense.)
Review tone (Would a neutral third-party find it too harsh or syrupy sweet?)
Order logical (Do thoughts progress logically, or do you zig-zag around like a bumblebee?)
Organize structure (Are related info grouped into neat paragraphs?)
Form proper sentences (Check for run-ons, fragments, and sense-making.)
Finally, double check things like numbers, dates, names, titles. One little typo can undermine your credibility.
Subject Lines Matter
I regularly forgot to change default subject lines on emails. I’d find old messages still labeled “RE: {empty}.” Not a great look!
The subject gives email glance value and helps the recipient classify it on sight. Use it to set context and manage expectations for the content.
Some tips:
- Summarize the purpose or topic
- Include keywords and company names
- Keep subjects ≤ 50 characters
- Change default subject lines in email chains
Sign Off Without Getting Too Chummy
Closing an email appropriately depends on the level of familiarity you share with the recipient. My mentor Sharon taught me a simple rubric that helped me stop second-guessing closings when writing to clients vs. close coworkers.
New contacts/ Less familiar = Best regards Regular contacts/ Good rapport = Regards or Thanks
Close contacts/ Strong rapport = Sincerely or [First Name]
Also, know when even a casual “Thanks!” may seem out of place, like in formal business communications. And please, please never repeat my “xoxo” fiasco!
Email is Eternal, Even Deletions
Going way back to my middle school AOL days, I had a cringe-worthy habit of venting petty gripes to friends via email. Not smart. I learned the hard way that hitting delete didn’t erase my words from existence (sorry, Sharon).
Always compose emails with the mindset that they could potentially live on forever, even if you delete your copy. Would you feel comfortable if the recipient forwarded it to your boss or mom? If not, rewrite it or pick up the phone for sensitive matters where tone can be clarified in real time.
I still stick my foot in my mouth on occassion when emailing faster than I probabably should. But following guidelines tailored to my scatterbrained tendencies has prevented at least a few dozen cringe-attacks. Hopefully these tips help you stop second-guessing every send as well. Just try to relax knowing even the best make mistakes, usually without dire consequences. Except maybe my “xoxo” debacle. I definitely got the stink eye from that client for a while after that!