Email isn't private and can easily be intercepted, screenshotted, or printed by third parties - making it easy for sensitive information to accidentally end up with the wrong people.

Keep emails professional by using a formal tone, eliminating or spelling out industry acronyms unless the recipient knows them well.

1. Keep it concise

Email should be short, clear and succinct to keep readers' attention. Doing this also reduces any chances of misinterpretation due to text's inherently visual nature - without body language and tone added in, emails have less of an opportunity for miscommunication than do words-on-paper do.

Subject lines are an essential element of email etiquette and should clearly state your message's purpose and intent. Include dates or details relevant to taking immediate action upon reading your message as part of its text.

Avoid filler words like "always," "absolutely" and "of course." They add unnecessary length without providing any tangible benefit to your message, and could potentially come across as insincere or incompetent; so be mindful of how your phrases might come across to others.

Stay away from language that could be misconstrued as being rude or angry, such as negative language and sarcasm, which could come across as insulting to colleagues and customers alike. Instead, choose positive, friendly language which is both professional and respectful - also include your signature with all pertinent details like full name, position, company and contact info in each email you send out.

2. Don’t hit “reply-all”

Email communication is an integral component of business life, yet can sometimes be confusing and inefficient. To keep your emails professional and efficient, keep the following rules in mind when creating and sending email:

Send emails to business associates using formal salutations (Dear Mr./Ms., Dear Sir/Ma'am) and standard closing ("Kind regards," "Thank you," or "Sincerely") instead of using informal language such as slang, casual greetings or digressions in your email message.

Misusing the "Reply All" function can lead to an overwhelming email chain and waste time. Instead, use this feature only when necessary - such as essential announcements or project updates. Relying on it to criticise colleagues or make claims against them publicly would only create an unpleasant work environment; use regular "replies" or direct communication instead to communicate your concerns privately and ensure all are on board moving forward.

3. Use a professional tone

Tone can have an enormous effect on how recipients read your email, so try to be polite, friendly and professional at all times - even during difficult or contentious situations. Avoid negative words or adjectives which might appear defensive or emotionally charged in any situation; and use humor or sarcasm sparingly since these can easily be misconstrued by some recipients.

As email lacks nonverbal cues, it's even more essential that you pay close attention to the tone you use when communicating through this medium.

Small errors can have a lasting impression of professionalism on any audience, so utilize a tool such as Grammarly to check for grammar, spelling and punctuation errors before sending any email communication. Also include formal expressions like 'Kind regards," "Best wishes," "Thank you," or "Sincerely," when signing off so as to leave readers with positive memories of you as professional and courteous; they will more readily trust and respond to future communications from you.

4. Follow up carefully

Email etiquette goes beyond simple politeness; it's an invaluable professional skill that will enable you to build trust with colleagues. Achieve this by following proper etiquette can also prevent confusion and frustration at work while assuring communication is clear, concise, and professionally written.

If you are uncertain whether an email should be sent, always seek guidance from your manager first. As a general guideline, emoji should generally be avoided in work emails and the excessive use of exclamation points is frowned upon as this can appear immature and rude when used frequently.

Also, always be conscious of who is included in an email chain; including customers in an internal discussion is highly inappropriate and keeping a copy of your original email just in case the recipient needs more details or clarification is also advisable; this will keep the conversation top of mind and will increase chances they follow through with what has been requested of them.

5. Don’t forward sensitive information

As soon as communicating with clients via email, be certain to only share information that pertains to them exclusively. Take special caution when forwarding emails containing sensitive or confidential material as this will prevent its accidental viewing by someone who shouldn't see it.

When crafting emails, it is crucial that they maintain a professional and respectful tone. Words that can be misconstrued as offensive should not be included, including sarcasm or negative phrases. All caps or exclamation points can come across as harsh and impatient if used too frequently in emails.

Effective emails provide credibility, enhance professionalism and enhance communication quality. By adhering to these simple email etiquette tips, you will be able to send more effective messages that achieve better results with clients, partners and colleagues alike. Want to learn more about email marketing? Click here and download our free ebook!