Letter Etiquette Guide

Modern communication blends traditional etiquette with new digital formats. Here's how to maintain professionalism across all platforms.

Email Etiquette Essentials:

Subject Lines:

• Be specific and actionable


• Include deadlines or urgency indicators when appropriate


• Use "Re:" only when truly replying to the same topic


• Avoid all caps or excessive punctuation


• Update subject lines when topics change

Professional Email Structure:


• Clear, professional greeting


• Concise, organized body with proper paragraphing


• Specific call-to-action or next steps


• Professional signature with contact information


• Proofread before sending

Response Timing:


• Acknowledge receipt within 24 hours


• Provide full response within 48 hours for business


• Set auto-replies when unavailable


• If you need more time, send a brief acknowledgment

CC and BCC Etiquette:


• CC only people who need the information


• Use BCC for large lists to protect privacy


• Don't "Reply All" unless everyone needs your response


• Remove people from threads when no longer relevant

Attachment Guidelines:


• Reference attachments in your email body


• Use clear, descriptive file names


• Check file sizes (under 10MB generally)


• Consider file formats - use universally readable types


• Scan for viruses before sending

Mobile Communication:

Text Messages for Business:


• Use only when specifically requested or established as norm


• Keep messages brief and professional


• Avoid abbreviations in business contexts


• Confirm receipt of important information


• Respect time boundaries (business hours)

Video Call Etiquette:


• Test technology beforehand


• Dress appropriately for the virtual setting


• Mute when not speaking


• Look at camera, not screen, when speaking


• Have good lighting and stable internet


• Prepare backup communication method

Social Media and Professional Networks:

LinkedIn and Professional Platforms:


• Maintain professional tone and image


• Personalize connection requests


• Share relevant, valuable content


• Engage thoughtfully with others' posts


• Keep personal opinions separate from professional profile

Digital Document Sharing:


• Use version control (file names with dates/versions)


• Set appropriate sharing permissions


• Consider confidentiality and security


• Provide context when sharing documents


• Follow up to ensure receipt and understanding