Business email: 22 tips for appropriate communication
Email is the primary way businesses communicate, as well as how people interact with
friends. But there are important differences between the style and content of these types of
emails. The following are some tips to help you communicate appropriately on business
1. Be careful what you say in emails. Remember that this is still professional
communication. Re-read your emails before you send them to ensure you have been
2. Make sure you know your company policy about email communication so you are not
caught out with personal email. Some companies will ban social networking sites.
Some prohibit personal email on company computers. If you know the policy, you
won’t make mistakes.
3. Business communication is for recording, transferring or communicating information.
It should not be overly emotional or full of non-factual information. It should be clear,
concise and easy to understand
4. Business communication should also express thoughts in a careful way. Think before
you write, and think again before you send.
5. If the email is particularly important, it may be beneficial to get someone else to read
it before sending to a wider group. Often someone else will see flaws in your
approach, and change the wording to be more objective.
6. Business email should also protect confidentiality of the business, so be aware of
what you are sending externally.
7. Question whether you need an email at all. Would this be better done through a
phone call or a meeting? If you think you are emotional about the issue, speaking
about it can be better than writing so your thoughts are not captured in an email
which may jeopardise your position later.
8. Always state facts objectively, as opposed to your feelings on the matter. You can
express an opinion but back it up with facts and not emotion.
9. Don’t be abusive on email. Always use