Being a Gen Z, when I first joined the corporate world, I always thought: “Why do we have to put everything in an email? Why is everyone playing that email-email game? Is it necessary to send an email for each task? Why are we complicating things? Honestly, it felt exhausting. Well, why not just text or ping on Teams? Emails sometimes felt like writing letters with a digital pigeon.
But soon, reality hit. Those emails weren’t just corporate rituals, they are documentary proof. They were receipts of what was decided, what was assigned, and what was expected. And guess what? People really go back to them when they want clarity. Suddenly, the “boring email” turned into a lifesaver when someone says, ‘But you never told me that.
That’s when I realized, like it or not, email is still the backbone of corporate communication. But the thing is, while we all send emails daily, very few of us actually know the etiquette of writing them.
No, folks, we can’t write emails like DMs. Sending your boss: “Hi boss, not getting the vibe, so I resign. I won’t be coming from tomorrow.” Or “Feeling pressured with daily tasks, logging off for a week. Cyaaa.” may look tempting. But professional? Not even close.
So, let’s break this down. Here are the most common email mistakes (yes, the ones you might be making right now) and the best practices to avoid them.
Common Email Mistakes
1. Writing Like It’s a Chat Message
I think most of us have done this. Sending quick lines, random emojis, or “Hi boss.” But emails are not WhatsApp. They are formal records, and writing the emails too casually can make you look careless or disrespectful.
2. Overcomplicating Things
On the other extreme, some of us write emails like we are writing for an essay competition. Writing long paragraphs and over-explaining everything makes it tough to understand. Nobody wants to scroll through a novel when they just need the deadline for a report or the agenda for a meeting.
3. Forgetting the Subject Line (or Making It Weird)
“Hey” is not a subject line. Neither is “!!!URGENT!!!” (yes, some people do this). A vague or missing subject line makes your email invisible in the ocean of unread messages.
4. Ignoring Greetings and Closings
Jumping straight into the body of the email with no greeting feels cold. And ending with just your name (or worse, nothing) makes it abrupt. Small touches like “Hope this email finds you well” or “Best regards” add professionalism.
5. No Proofreading
Another common mistake is sending an email without checking the details again. Imagine writing “Hi Brain” instead of “Hi Brian.” Those tiny mistakes can make a huge dent in your impression.
6. Excessive Formatting
Most people think email is like a painting canvas. Bold here, colors there, fonts changing like a rainbow, looks distracting. We appreciate your creativity, but your email should be easy on the eyes, not look like a poster for a carnival.
7. No Signature
Signing off with just your name isn’t enough in corporate. A professional email signature (name, role, company, contact details) makes you look polished and makes it easier for others to reach you.
Best Practices for Writing Professional Emails
Now that we’ve laughed at the mistakes, let’s see what good email etiquette looks like.
1. Keep It Crisp and Clear
An email is not a diary entry. Get to the point quickly, but politely. Structure it like this:
- Greeting
- Main point (what you want/what you’re informing)
- Next steps or request
- Closing
Example:
Hi [Name],
I’m sharing the draft report for your review. Kindly share your feedback by Friday so we can finalize and send it to the client as soon as possible.
Best regards,
[Your Name]
2. Always Add a Subject Line
Your subject line is the email’s headline. It should be clear and specific. For example:
Subject: “Report”
Subject: “Draft Report for Review – Due Wednesday”
The first example is not clear; the second is more specific and clear.
3. Use a Formal but Friendly Tone
There is a sweet spot between sounding robotic and sounding too casual. Phrases like “Hope you are doing well” or “Looking forward to your response” keep the email human yet still professional.
4. Proofread Before Sending
Check for grammar, spelling, names, and dates. Also, make sure attachments are actually attached (we have all sent that “Oops forgot the file” follow-up).
5. Respect People’s Time
Be mindful of when you are sending emails. Avoid unnecessary “Reply All.” And keep your ask clear so the receiver doesn’t have to decode your message.
6. Avoid Slang or Shortcuts
Avoid using slang such as “LOL,” “TBH,” “MID”, or “FYI, not vibin’.” Emails are not memes. Stick to standard business language.
7. Add a Professional Signature
Your signature should include:
- Full name
- Job title
- Company name
- Contact information (email/phone)
It is a small detail, but it leaves a big impression.
Special Note for Gen Z (Yes, You!)
I know, we like vibes, and talking through emojis. But corporate email is not the place for that. Think of emails as your professional footprint, they’ll follow you for years.
Would you want your boss forwarding your “Not feeling it, logging off” email to HR? No, right?
So, even if you find emails boring, treat them as your receipts, your “I told you so” evidence when things get messy.
Why Emails Still Matter
You might ask: “Why can’t we just use Teams, Slack, or WhatsApp?” Sure, those tools are great for quick chats. But emails are:
Official: They serve as proof in disputes.
Organized: Easy to track tasks, timelines, and responsibilities.
Professional: They reflect your brand and company’s culture.
Emails aren’t going anywhere anytime soon. In fact, they are often the first impression people outside your company will get of you.
Example of a Professional Email
Here’s how a clean, professional email looks:
Subject: Draft Report for Review – Due Friday
Hello [Recipient’s Name],
I hope this email finds you well.
Please find attached the draft report for your review. Kindly share your feedback by Friday, so we can finalize and send it to the client on time.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Info]
See? Clear, polite, and professional. No fuss, no drama.
Final Thoughts
Email etiquette might feel like an old-school rulebook, but it is actually your professional superpower. If it is done right, emails make you look sharp, reliable, and respectful. And if done wrong, they can make you look careless, immature, or even rude.
So, the next time you hit “Compose,” remember:
- Keep it crisp.
- Be professional, not casual.
- Proofread.
Emails may not be glamorous, but they are the glue that holds the corporate world together. Master them, and you’ll not only avoid embarrassing mistakes but also stand out as someone who truly gets it.
This isn’t the end. It’s the awkward ‘please follow us’ part. LinkedIn and Instagram. You know what to do.
