The Importance of Email

Respect the Message

Email might not be the new kid on the block anymore, but it’s still the workhorse of professional communication. When used right, it’s clear, traceable, and keeps everyone on the same page. When used wrong? Well… we’ve all seen what happens when someone hits “Reply All” to thank 1 person in a 47-person thread.

Let’s talk about how to make email work for you—not against you.

Why Email Still Matters (and When It Doesn’t)

Email Is a Tool, Not a Catch-All

Email is best for:

- Formal communication
- Sharing important details, instructions, or updates
- Attaching documents
- Following up on tasks
- Communicating across departments or schedules

It’s not ideal for:

- Time-sensitive decisions
- Complex back-and-forth discussions
- Quick yes/no questions
- Topics with emotional weight

For those situations, consider Teams, a quick call, or an in-person chat if possible. Don’t use email to avoid difficult conversations. And don’t use Teams to send a novel when an email would’ve worked better. Choose the right channel for the job.

What Happens When Email Gets Ignored?

When emails go unread, attachments get skipped, or the message is half-skimmed, here’s what follows:

Missed deadlines
Redundant questions
Frustrated coworkers
Do-overs that waste time
It’s not just annoying—it’s inefficient and unprofessional. Treat reading and responding to emails like any other responsibility: with attention and intention.

Keep the Chain Moving

If someone emails you directly, reply—even if it’s just to say you’ll need more time or you’re not the right contact. Silence stalls progress. And when forwarding, add context. Nobody likes playing detective just to figure out what they’re being looped into.

When in Doubt, Ask: “Is This the Right Channel?”

Before you send that next message, pause and ask:

Is this better suited for chat or a meeting?
Am I documenting something important?
Does this require a clear paper trail?
The answer helps you decide—and helps your teammates avoid inbox overload or lost messages.

Email isn’t just another checkbox. It’s a critical part of how we communicate, track work, and get things done. Respect the tool, respect the reader, and use the right method for the message.

Email Etiquette Tips

Top 10 Email Etiquette Tips for the Workplace

1. Use the Correct Email Format

A solid business email follows a simple structure: subject line, greeting, body, call-to-action, and sign-off. Keep your body paragraphs short and organized so your message is clear. Make sure to end with a call to action, letting the recipient know exactly what you need them to do next.

2. Stick to Standard Text Formats

Use standard fonts like Times New Roman or Arial, and keep colors and sizes professional. Limit bold and italics to one word or phrase per email. If you’re copying and pasting text, clear any weird formatting before sending to ensure your email looks uniform.

3. Proofread Every Email

Proper spelling and grammar are crucial in business emails. Always proofread before sending. Double-check the spelling of names and email addresses too. Consider using plugins that help catch errors automatically.

4. Avoid Using All Caps

Stick to sentence case for formal communication. Using all caps can come off as aggressive and unprofessional. For instance:

Good Example

“Michael, it was great seeing you at the meeting. I look forward to connecting again soon.”

Bad Example

“MICHAEL, IT WAS GREAT SEEING YOU AT THE MEETING. I LOOK FORWARD TO CONNECTING AGAIN SOON.”

5. Double-Check Email Attachments

If possible, include information in the email body instead of attaching documents. If you must attach a file, mention it in your email and consider compressing large files or using a shared link. This keeps your recipient’s inbox from getting cluttered.

6. Keep Your Tone Professional

Be mindful of your word choices and how your tone may be perceived. Use positive language like “opportunities” and “challenges” instead of negative terms. Steer clear of sarcasm and overly emotional adjectives.

7. Use Discretion

Email isn’t always secure. Avoid sharing sensitive information like passwords. Protect personal and confidential details.

8. Be Cautious with “Reply All”

Using “Reply all” lets you respond to everyone involved in a conversation, keeping all parties in the loop. However, when you’re unsure, stick to “Reply” to avoid bombarding everyone’s inbox. Think about who really needs the information before hitting that “Reply all” button.

9. Reply to All Emails Within 24 Hours

It’s courteous to respond to emails within 24 hours. If you receive a lot, sort out the spam and unsubscribe from unwanted lists. Even a brief acknowledgment is appreciated. If you miss the 24-hour window, apologize and explain the delay. Remind recipients about time-sensitive matters if necessary.

10. Set Informative Out-of-Office Replies

If you’re out of the office, set up an automated response. Include “Out of Office” and the date in the subject line. Let people know when you’ll be back and provide a contact for urgent matters. Start with “This is an automated message while I am out of the office.

Following these tips ensures your email communication is clear, professional, and effective, keeping you on top of your game at work.

Published June 20, 2024 | Edited July 8, 2025

For more information on email etiquette:

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The Importance of Email

Why Email Still Matters (and When It Doesn’t)

Email Is a Tool, Not a Catch-All

Email is best for:

It’s not ideal for:

What Happens When Email Gets Ignored?

Keep the Chain Moving

When in Doubt, Ask: “Is This the Right Channel?”

Top 10 Email Etiquette Tips for the Workplace

1. Use the Correct Email Format

2. Stick to Standard Text Formats

3. Proofread Every Email

4. Avoid Using All Caps

Good Example

Bad Example

5. Double-Check Email Attachments

6. Keep Your Tone Professional

7. Use Discretion

8. Be Cautious with “Reply All”

9. Reply to All Emails Within 24 Hours

10. Set Informative Out-of-Office Replies

For more information on email etiquette:

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The Importance of Email

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Why Email Still Matters (and When It Doesn’t)

Email Is a Tool, Not a Catch-All

Email is best for:

It’s not ideal for:

What Happens When Email Gets Ignored?

Keep the Chain Moving

When in Doubt, Ask: “Is This the Right Channel?”

For more information on email etiquette:

Follow Us

More from CraneWerks

Products

Services

About

Contact Us