How to Write a Proper Email: Etiquette Guide

I wrote an earlier article on this topic, so I’m republishing it here: Additional tips for writing emails

Today, especially for those of us working in the internet industry, a great deal of communication and collaboration depends on social apps and email. For many people, a first impression is no longer based on meeting face to face, but on how you reply on messaging platforms or how you handle an email exchange.

With that in mind, we need to develop solid work habits by paying attention to the details that keep things moving forward. Just as social etiquette exists to help us discuss important matters smoothly, email etiquette serves the same purpose. The core principle is simple: always consider things from the other person’s perspective and make your communication comfortable for them.

Use your real name when sending or replying to emails.

The first key point of email etiquette is to use your real name—the same name that appears on your ID and business card—as much as possible. This isn’t about exposing personal privacy; it simply lets the recipient know immediately who sent the email, without having to wonder “Who is this? How did they get my address? Is this spam?”

Email subject line: topic + date + your name.

The purpose of the subject line is to let the recipient quickly understand what the email is about, who sent it, and when—so they can judge the urgency and importance and prioritize accordingly.

Email body: use paragraphs, indentation, and bold text whenever possible.

Paragraph breaks (ideally one topic per paragraph) help the reader quickly see a checklist of everything covered in the email.

Indentation shows the hierarchy and logical relationships between items.

Bold text highlights what’s important and draws attention to key points.

A closing remark is just a polite greeting.

Your name and contact information ensure the recipient can reach you quickly if they need to follow up or confirm anything later.

PS: Greetings at the beginning are optional (I don’t think they’re very important). Bottom line: substance matters more than form. Focus on what makes the other person’s experience comfortable and convenient—after all, making things easier for others makes things easier for yourself too.

Etiquette for replying to emails:

1. In principle, reply as soon as you receive an email (this reflects how much you value the other person and how efficiently you work).

2. In principle, default to “Reply All” (this shows you’re staying engaged with the thread and makes it easier for others to follow the full context).

PS:

When hitting “Reply All,” adjust the subject line as needed, and use CC and BCC thoughtfully.

CC: Carefully consider who really needs to be included—getting the right balance takes judgment.

BCC: Learn how to use it well; it can be very handy.

Attachments: Always double-check that no attachments are missing before you hit send (and proofread for typos and correct recipients).

This article first appeared on the WeChat public account “Li Xuehan” and will later be organized into a column.