Email Etiquette for Non-Native English Speakers: 15 Rules You Need to Know
Master business email etiquette in English with these 15 essential rules. Avoid common cultural mistakes and write emails that make the right impression.
Email etiquette varies significantly across cultures. What's considered polite in one country might seem rude or overly formal in another. For non-native English speakers working in international business, understanding these unwritten rules is essential.
The 15 Essential Rules
1. Respond Within 24 Hours
In English-speaking business culture, a reply within 24 hours is expected. If you need more time, send a quick acknowledgment: "Thank you for your email. I'll get back to you with a detailed response by Wednesday."
2. Use "Please" and "Thank You" — But Not Too Much
English business emails use polite language, but overdoing it can seem insincere. One "please" per request is enough.
- Too much: "Could you please kindly review this please?"
- Just right: "Could you please review this by Friday?"
3. Avoid Direct Translations
Phrases that sound polite in your language might sound strange in English. For example, many languages use "I am writing to inform you that..." for every email. In English, this sounds overly formal for most situations.
4. Keep Subject Lines Under 60 Characters
Longer subject lines get cut off on mobile devices. Be specific and concise.
5. Don't Use ALL CAPS
In English email culture, all caps means shouting. Even for emphasis, use bold or italics instead.
6. Be Careful with Humor
Humor and sarcasm often don't translate well in emails, especially across cultures. When in doubt, keep it professional.
7. Use "I" Statements, Not "We"
When you're personally responsible, say "I will send the report" not "We will send the report" (unless it's truly a team effort).
8. CC Thoughtfully
Only CC people who genuinely need to see the email. Over-CCing is considered annoying in English-speaking workplaces.
9. Reply vs. Reply All
Use "Reply All" only when everyone on the thread needs your response. This is a common source of workplace frustration.
10. Don't Start with "Dear Sir/Madam"
This greeting is outdated. If you don't know the person's name, use "Hello" or "Hi there."
11. One Topic Per Email
Don't bundle multiple unrelated topics in one email. It makes it harder for the recipient to respond and track action items.
12. Proofread for Tone
Read your email aloud before sending. Does it sound demanding? Passive-aggressive? Adjust as needed.
13. Avoid Abbreviations in Formal Emails
Save "ASAP," "FYI," and "BTW" for casual communication with colleagues you know well.
14. Include a Signature
A professional email signature with your name, title, company, and contact info adds credibility.
15. Know When to Pick Up the Phone
Some conversations are better handled over a call. If an email thread exceeds 5 back-and-forth messages, consider switching to a call.
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