Business Email Etiquette – Beginning and Ending a Message with Business Email Etiquette


Business email etiquette is constantly evolving. Email is a form of written communication, but because it is so quick, the format has become closer to a conversation than a written letter.

Many emails today begin with a simple Hi. The greetings Hello and Dear (name) are also used, depending on the formality and relationship you have with your reader.

Usually you can rely on common sense to tell you how to address the reader with respect. Here are a few guidelines if you are unsure of how to address someone using email etiquette:

Business email etiquette – how to begin a message

o If you are responding to an email, simply follow the level of formality the sender used.

o Choose a formal or informal title, based on your relationship with the reader and the seriousness of the message.

o International email is more formal than email in the US or Canada. Keep a formal tone until your reader becomes more conversational.

o Abbreviate all courtesy titles: Mr. Ms, Mrs.

o Avoid using two titles that mean the same thing: Dr. Paul Smith, MD

o Spell out professional titles except MD. Example: Vice President, not VP

Business email etiquette – how to end a message

Use your conclusion to say Thank You, offer help, or request an action by a certain date. Exit quickly and gracefully. Do not repeat information without it adds emphasis to your final point.

Avoid using formal business clichés such as: Do not hesitate to contact me. Or: Should you have any further questions, please contact me.

Would you say this to someone's face? Do not write anything you would never say.
Make your words personal, and as friendly as appropriate.

Here are some endings you can try:

1. Please call me at any time if I can be of help to you.

2. Please let me know if you need more information.

3. I'm available to answer your questions at: (phone number)

4. Thank you again for contacting me. I will call you next Wednesday to see if I can answer any other questions.

Develop an automatic email signature that includes your phone number, cell number, and your mailing address, to make it easy for people to reach you.

I invite you to use these tips and techniques to begin and end your business email messages.


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