How to Use Proper Email Etiquette in 2026

TL;DR: Effective email etiquette starts with clarity and respect. Use subject lines that are specific and actionable, craft greetings and signatures that reflect professionalism and verify names and pronouns. Keep tone positive, avoid jargon and emojis and review for accuracy before sending. Schedule emails for business hours, respond promptly and limit follow-ups. Thoughtful formatting and timing help messages stand out and strengthen your professional reputation.

By Brianna Jacobson

Email etiquette is always changing. From the greeting to timing to formatting, the words are just the beginning. The average person receives about 120 emails a day. It takes nuance to send the right message and stand out.

1. Why it’s Important To Use Clear Subject Lines

Treat subject lines as the headlines of the email. Make them relevant and actionable. Aim for six to 10 words to keep the full subject line visible in preview panes. Save indicators like "urgent" or "response requested" for true emergencies. Ron Lieback, a founder in content marketing, said on LinkedIn, “Don't be vague here. The two primary points of a subject line are what the email is about and the action needed.” 

2. How To Write Proper Greetings, Closings and Signatures in Emails

Greetings, closings and signatures will vary based on recipients. It’s important to choose words and formatting that convey respect and professionalism.

Greetings

Capitalize the first word and include titles. Formal emails get a colon after the greeting, informal emails get a comma. Use an inclusive greeting like “Hello all,” or “Good Morning Team.” Use the recipient’s name in ongoing threads.

Closings

Keep it simple. “Best regards,” or “Thank you,” followed by your name are fine. In long threads, skip the closing and just sign your name.

Signature

Include full name, contact info, website, LinkedIn profile and titles or pronouns. Replace default mobile signatures like “Sent from my phone” with this professional signature.

3. Tricks for Respectful Email Communication 

Never assume gender. Also, avoid shortening a person’s name or using nicknames without being invited by them to do so. Triple check the name is spelled right. 

Etiquette & Executive Presence Coach Toni Purvis said in a LinkedIn Learning course, ”By offering this respect, you’ll also receive it and set an example for others, leading to workplace that prioritizes respect, recognition and consideration for everyone.” 

Keep messages strategic, clear and helpful by answering what the recipient needs and wants to know before receiving the email. Then fold these answers into the email.

4. How To Make Sure Your Email Message Strikes the Right Tone 

Maintaining a professional tone and following best practices can determine if the recipient opens an email. It also helps encourage a positive response.

Add recipients with care

Adding recipients after drafting the email and paying special attention to BCC, CC, Automatic Messages and Read Receipts helps choose recipients thoughtfully and avoid accidental sends.

HR leader Abby B. Landrenau said on LinkedIn, “Never forward [a message] without context. Sending a blank forward assumes someone will scroll, read, interpret and guess correctly why you sent it. A quick line like, ‘Please see below and advise’ goes a long way.”

Stay professional and positive

Choose your words carefully in high-stress moments, and in general, to keep your email positive and professional. If time allows, take a beat after drafting, so you can review with fresh eyes.

Follow writing best practices

Always re-read before pressing send to ensure grammar, spelling and punctuation are accurate and professional. Avoid using shorthand, emojis and exclamation points. Simplicity is key, nobody likes a block of text.

5. Best Time to Send Business Emails

Emails sent during business hours have a higher visibility and response rate. When drafting messages after hours, on holidays or days off, use the “Schedule Send” feature. Then, wait at least five business days before sending a follow-up email, and send two follow-ups max.

Frequently Asked Questions About Email Etiquette in 2026

• What makes a subject line effective in business emails? A strong subject line acts like a headline. Keep it short, around six to ten words, and make it specific and actionable. Avoid vague language and only use markers like “urgent” when absolutely necessary. Clear subject lines improve open rates and reduce confusion.
• What should I include in my professional email signature? Include full name, job title, contact details, and links to your website or LinkedIn profile. Remove default mobile signatures such as “Sent from my phone” and ensure consistency across all devices. A polished signature reinforces credibility and makes follow-up easier.
• When is the best time to send emails for maximum engagement? Send emails during standard working hours to increase visibility and response rates. If writing messages after hours, use scheduling tools to delay delivery. For follow-ups, wait at least five business days and limit reminders to two attempts to avoid overwhelming recipients.