Know Your Email Etiquette

1) Your address = your brand

Use a professional address — ideally firstname.lastname@. Avoid nicknames, slang, or novelty numbers. Keep one address dedicated to applications.

2) Subject lines that get opened

Be specific and front-load the point. Aim for 6–10 words.

• Good: Interview availability — Sam Lee — Wed–Fri
• Good: Invoice 1043 — Marketing Services — June
• Avoid: “Hello”, “Quick question”, or blank subjects.

3) Clear structure

1. Open: greeting + purpose in the first line.
2. Body: short paragraphs; use bullets for actions/dates.
3. Close: confirm next steps + a polite sign-off.

6) Attachments & links

• Name files clearly: Lastname_Firstname_CV.pdf
• Mention each attachment in the body
• Prefer common formats (PDF, DOCX) and sensible sizes
• Test every link

7) Recipients & Reply-All

Intent decides recipients: To = owners/action. Cc = visibility only. Bcc = discreet copy when needed.

• Use Reply-All only if everyone must see it.
• Trim long threads; keep just the relevant context.
• If emotions are high, draft → pause → revisit.

8) Timing & follow-up

• Send during business hours when possible.
• Set a polite deadline if needed: “by Thu 4pm”.
• Follow up once after 2–3 business days; keep it courteous.
• Schedule send for different time zones.

Before / After

Same message, clearer outcome.

Before:

Subject: Quick question

Hey, can you check the thing from yesterday and get back asap?
Thanks!!

After:

Subject: Draft campaign review — feedback by Thu 4pm

Hi Jordan,
Could you review the attached draft campaign and confirm:
• Any compliance concerns
• Budget line items we should adjust
• Go-live date feasibility (Mon 28 Oct)

Thanks very much,
Sam

Fast templates

Follow-up (after interview)

Subject: Thank you — [Role], [Date]

Hi [Name],
Thank you for the interview today. I enjoyed learning more about [team/project].
Please let me know if I can share anything further to support your decision.

Kind regards,
[Your Name]
[Phone]

Requesting a deadline extension

Subject: Deadline extension request — [Task] — new date [dd mmm]

Hi [Name],
I'm progressing [task] but need additional time for [reason]. Could we extend the deadline to [new date]?
I'll send an interim update by [checkpoint].

Thanks for your understanding,
[Your Name]

Five-point send check

1. Clear subject & greeting
2. One purpose; bullets for actions
3. Correct recipients (no accidental Reply-All)
4. Proofread names, dates, attachments
5. Court eous close with your contact