How you show up in someone’s inbox says a lot—long before they ever meet you.
Let’s talk about the email habits that build trust.
In a world where first impressions often happen digitally, how you show up in someone’s inbox says a lot about you—long before they ever meet you.
Professionally, I’ve sat across the table from job seekers, coached executives, and worked with entrepreneurs and founders. And one thing is common: email is often where reputation is made or lost.
So let’s break down the essentials of email etiquette that every professional—regardless of industry or title—should master:
- Use a Clear, Relevant Subject Line
Skip vague titles like “Hi” or “Job”. Your subject line should help the reader prioritise.
Examples:
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- “Follow-up: Application for Marketing Role – R. Marara”
- “Meeting Request: Thursday Availability for Strategy Session”
- Always Open with a Proper Greeting
Even if you know the person, don’t jump straight into your message.
Start with:
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- Dear Ms. Dube
- Good afternoon, John
- Hello Team
Courtesy is the currency of professional communication.
- Get to the Point — With Clarity and Warmth
People are busy. Be clear about why you’re writing and what response you need.
Structure your message:
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- Open with context
- Clearly state your request or update
- End with appreciation
Long, unstructured emails often get ignored.
- Watch Your Tone
How you say something matters as much as what you say.
Instead of: “Why haven’t you responded?”
Say: “Just checking in to see if you’ve had a chance to review my previous email.”
Professional tone builds trust.
- Close Well and Sign Off Like a Leader
End with respect and your full name. Examples:
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- Kind regards
- Warm regards
- Best wishes
Include your role or business name and your contact information in your signature block. A professional sign-off carries weight.
- Use Proper Grammar and Punctuation
Emails are not instant messages. Write in complete sentences. Avoid slang or casual abbreviations.
Proofread before sending. Your attention to detail is reflected in your writing.
- Don’t Overuse “Reply All”
Not everyone needs to be looped into every response.
Before hitting “Reply All”, ask: Who really needs this?
- Add Context When Forwarding Emails
Never forward an email without explaining why. A simple line like:
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- “Sharing for your reference”
- “Please see below for background before our meeting”
adds clarity and saves time.
- Acknowledge Emails, Even if You Need More Time
You don’t need all the answers immediately. But silence causes confusion.
Try: “Received, thank you. I’ll get back to you by Friday.”
Acknowledgement communicates reliability.
- Don’t Send Emails in Emotionally Charged Moments
If you’re frustrated or hurt, pause. Draft the email, but revisit it later.
Some conversations are better had in person—or at least over the phone.
Your email reflects how you think, how you work, and how you lead.
Whether you’re running a business, applying for a role, leading a team, or collaborating across departments—email is part of your professional brand.
Write with intention. Communicate with clarity. Lead with integrity.