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Professional Email Etiquette

Master the unwritten rules of professional email communication. Build respect, avoid misunderstandings, and maintain professional relationships.

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Essential Etiquette Rules

Response Time Expectations

Professional standards for email response times

  • Internal emails: Within 4-8 hours during business hours
  • External clients: Within 24 hours maximum
  • Urgent matters: Within 2 hours (mark clearly as urgent)
  • If delayed: Send acknowledgment with expected response time

CC and BCC Etiquette

When and how to include others in email communication

  • CC: People who need to know but don't need to respond
  • BCC: Protect privacy when emailing multiple external contacts
  • Don't CC your boss to add pressure - communicate directly
  • Reply All: Only when your response is relevant to everyone

Professional Tone

Maintaining professionalism while being personable

  • Use please and thank you appropriately
  • Avoid all caps (LOOKS LIKE SHOUTING)
  • Match formality to relationship and company culture
  • End with appropriate closings (Best regards, Thank you, etc.)

Privacy & Security

Protecting sensitive information in email communication

  • Don't send sensitive data via unencrypted email
  • Double-check recipient addresses before sending
  • Be cautious with forwarding - check for confidential info
  • Use secure file sharing for large or sensitive attachments

Common Email Mistakes to Avoid

Sending emails when you're emotional or angry
Using vague subject lines that don't describe the content
Writing novels - emails should be concise and scannable
Forgetting to proofread for typos and grammar errors
Using 'Reply All' when only the sender needs your response
Not including context when forwarding emails

The Golden Rule of Email

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"Write emails the way you'd want to receive them: clear, respectful, and considerate of the reader's time."

Every email is an opportunity to build or damage professional relationships. Make each one count.

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