12 Signs of Poor Email Etiquette That Make You Look Unprofessional

Ever hit send on a message and wondered later if it came off wrong? Poor email etiquette isn’t just about typos — it shows up in things like a missing subject line, poor grammar, or even using an unprofessional email address. These small habits can make business emails feel careless or confusing.

According to a survey by Grammarly, 93% of professionals say that spelling and grammar mistakes negatively impact how they perceive others. If your workplace email feels rushed, irrelevant, or filled with unnecessary exclamation points, you’re not just being informal — you're risking your credibility.

What Is Poor Email Etiquette?  

Poor email etiquette is when your messages break basic communication norms and make you look careless.
It includes things like sending emails with no subject line, writing in all caps, or using an unprofessional email address.
These small mistakes leave a big mark — especially in business correspondence.

Here’s what poor email etiquette often looks like:

• Using slang or abbreviations in cold emails
• Sharing irrelevant information with too many recipients
• Skipping a clear opening line or a proper email thread
• Not responding to a previous email or sending messages without context
• Using GIFs or emojis in formal sales emails

One careless message can cost you respect.
A study by Radicati Group found that over 300 billion emails are sent daily — people won’t read a poorly written email twice.

And as etiquette coach Barbara Pachter says:

“Your email is a reflection of your professionalism. Treat it like a handshake.”

If your message doesn’t feel respectful of the recipient’s time, or you’re writing without a clear email chain, you’re likely creating email concerns without realizing.

These aren’t just common mistakes — they’re silent credibility killers.
Let’s fix them one by one.

Why Email Etiquette Is Important in Business Communication  

You might think it’s “just an email,” but the truth is — people notice how you write.
A professional email address, a clear subject line, and simple short paragraphs all help create a good impression.
And skipping them? That’s where the negative consequences begin.

Let’s break down why proper email etiquette matters:

1. It builds trust:
   If your email is respectful, clear, and uses relevant bullet points, people are more likely to take you seriously.
2. It protects your brand:
   Whether you’re a business owner or part of a team, sloppy writing reflects on the company name.
3. It prevents confusion:
   Sending messages to wrong recipients or including too many ctas can lose your reader's attention fast.
4. It saves time:
   A well-written business email keeps the email recipient focused, avoiding back-and-forth clarifications.

A Grammarly Business report revealed that poor communication costs companies $12,506 per employee per year due to lost productivity and errors.

As etiquette expert Lydia Ramsey says:

“Poorly written emails are the silent killers of opportunity.”

If you want to connect with potential customers or your target audience, email etiquette is the edge you didn’t realize you were missing.
So before you hit send, spell check, watch for spelling mistakes, and make sure your message respects the recipient’s time.

12 Common Email Etiquette Mistakes (with Real Examples & Fixes)  

1. Missing or Irrelevant Subject Lines

🔴 Bad Email Example:

Subject: "Hey"

Body: "Just wanted to share the document."

✅ Good Version: Subject: "Q2 Sales Report Attached – Please Review by Friday"

🛠️ How to Fix It:

• Always use a clear subject line that tells the reader what to expect.
• Avoid generic phrases like "Hi" or "FYI."
• Think from the email recipient's point of view — would you open it?

2. Using an Unprofessional Email Address

🔴 Bad Email Example: From: hotshot.123@gmail.com

✅ Good Version: From: rajiv.patel@companyname.com

🛠️ How to Fix It:

• Use your company name or full name in your address.
• Avoid nicknames or numbers that aren’t relevant.
• A professional email address sets the tone before your message is read.

3. Spelling and Grammar Errors

🔴 Bad Email Example: "Pleese let me no if their is any update's on the projekt."

✅ Good Version: "Please let me know if there are any updates on the project."

🛠️ How to Fix It:

• Use tools like Grammarly or do a spell check before sending.
• Read aloud to catch awkward phrasing or grammatical errors.
• Poor grammar makes the email look careless and informal.

4. Poorly Structured Email Body

🔴 Bad Email Example: "Hey, so just wondering if you had time to go over the thing I sent? Let me know, thanks."

✅ Good Version: Hi Alex,

Just checking in on the proposal I sent Monday. Do you have 15 minutes to connect this week?

Thanks,
Maya

🛠️ How to Fix It:

• Use short paragraphs and clear bullet points when needed.
• Stick to one main point per message.
• Make sure the email body is easy to skim.

5. Failing to Double-Check Before Sending

🔴 Bad Email Example: "Attached is the latest version" (No file attached)

✅ Good Version: "Please find the updated report attached. Let me know your thoughts."

🛠️ How to Fix It:

• Always double check attachments and names.
• Re-read your email before clicking hit send.
• Mistakes here can cause confusion and waste the recipient’s time.

6. Overuse of Exclamation Points or Humor

🔴 Bad Email Example: "Hey!!! That was soooo funny 😂😂 Let's grab beers!!!"

✅ Good Version: "Hi team, that was a great presentation. Looking forward to connecting again."

🛠️ How to Fix It:

• Limit yourself to one exclamation point if needed.
• Avoid excessive exclamation points, emojis, or slang in sales emails or business emails.
• Humor doesn’t always translate well and can feel off.

7. Missing a Professional Email Signature

🔴 Bad Email Example: Sent from my iPhone

✅ Good Version: Rajiv Patel
Business Analyst, Luma Tech
rajiv.patel@lumatech.com
linkedin.com/in/rajivpatel

🛠️ How to Fix It:

• Create a complete email signature with job title and LinkedIn profile.
• Include alternate ways to contact you.
• It adds legitimacy to your message.

8. Sending Irrelevant or Off-Topic Emails

🔴 Bad Email Example: "Here’s the latest marketing deck" (Sent to the finance team)

✅ Good Version: "Here’s the updated Q3 forecast deck for review, Finance only."

🛠️ How to Fix It:

• Send only relevant information to the right audience.
• Avoid irrelevant emails that waste people's few moments.
• Always tailor content to the target audience.

9. Ignoring Follow-Up Etiquette

🔴 Bad Email Example: "Did you see my email? Waiting!"

✅ Good Version: "Just checking in on the proposal I sent last week. Happy to resend if needed."

🛠️ How to Fix It:

• Give space before sending a follow up email.
• Be polite, not pushy.
• Avoid being marked as spam or cold email mistakes.

10. Confusing Email Threads and Chains

🔴 Bad Email Example: FW: Re: FW: Re: Final Final Draft.docx

✅ Good Version: Subject: "Draft for Review – Final Q3 Report"

🛠️ How to Fix It:

• Trim the email chain when forwarding.
• Rename the email thread with a good subject line.
• Keep things clear for the relevant person.

11. Addressing the Wrong Person

🔴 Bad Email Example: "Hi Ankit" (Sent to Aarti)

✅ Good Version: "Hi Aarti, thanks for your response."

🛠️ How to Fix It:

• Always check the recipient’s name and spelling.
• Don’t rely on autofill.
• This small common mistake can hurt your credibility.

12. Disregarding Basic Email Etiquette Rules

🔴 Bad Email Example: "ASAP. Where’s this file? You never sent it."

✅ Good Version: "Hi Jay, just following up on the file request. Can you share the link when you get a chance?"

🛠️ How to Fix It:

• Be respectful, clear, and patient.
• Use a friendly opening line and a polite close like best wishes or kind regards.
• Always follow email etiquette rules — they matter more than you think.

A Quick Reference for Bad vs. Good Email  

Not sure what poor email etiquette looks like in real situations? Here's a quick side-by-side comparison of common email mistakes and how to fix them. Use this table as a simple reference before you hit send.

How to Structure Business Emails for Clarity  

Writing a business email isn’t about sounding fancy — it’s about being clear.
When your message is easy to follow, the email recipient is more likely to respond quickly.
Good structure saves time for everyone.

Here’s a simple format that works in almost every situation:

• Subject Line
  ➤ Use a clear subject line that tells them exactly what the email is about.
  ➤ Example: “Meeting Request – Thursday at 2 PM” is better than “Hello.”
• Opening Line
  ➤ Start with a warm, direct opener like “Hope you're doing well” or “Just following up on…”
  ➤ Avoid jumping straight into requests.
• Body
  ➤ Stick to short paragraphs — no one wants to read a wall of text.
  ➤ Use bullet points if you’re listing items or actions.
• Closing
  ➤ End with a clear CTA (what you want them to do next).
  ➤ Sign off with something polite: kind regards, best wishes, etc.

A good structure makes even tough business emails easier to read — and easier to answer.
You’re not just writing to send a message — you’re writing to get things done.

The Importance of a Strong Subject Line  

Your subject line decides whether your email gets opened or ignored.
A vague or missing one? That’s a fast track to someone deleting it without reading.

Think of it like a headline — it needs to grab the reader’s attention in just a few moments.
A good subject line tells the recipient what the email is about and why it matters to them.

Avoid subject lines like “Hi” or “Quick question.”
Be clear, specific, and respectful of your email recipient’s time — that’s real email etiquette.

Expert Tips to Write Effective Subject Lines  

You don’t need to be clever — just be clear.
Subject lines should help the email recipient know exactly what your message is about.
Confusing or vague lines only delay responses or get ignored.

Here are some real examples of strong subject lines:

• “Q3 Budget Feedback – Needed by Thursday”
• “Interview Confirmation – 3 PM on June 15”
• “Reminder: Client Review Meeting Tomorrow at 10 AM”

Now, let’s go over some simple dos and don’ts:

✅ Do:

• Keep it under 8 words
• Use keywords like “Update,” “Action Required,” or “Request”
• Be direct and relevant to the message
• Make it searchable in an email thread

❌ Don’t:

• Use vague lines like “Hi” or “Quick one”
• Type in ALL CAPS or use exclamation marks
• Add emojis or clickbait phrases

As writing expert Ann Handley puts it:

“Your subject line is a promise — make sure your email keeps it.”

Taking a few seconds to write a clear subject line can change how people respond.

10 Things That Make a Great Email Signature  

A well-crafted email signature isn’t just about looks — it’s about clarity and credibility.
It tells your email recipient who you are, how to reach you, and why they should take you seriously.
Here’s what to include (and why it matters):

1. Full Name

Make it easy for people to know who you are.

• Use your first and last name
• Avoid initials or nicknames

2. Job Title

Add context to your role in the conversation.

• Keep it official
• Don’t make it overly casual

3. Company Name

Let them know where you work.

• Use the full company name
• Add the logo if appropriate

4. Email Address

Even though you’re emailing, include it.

• Helps with email thread forwarding
• Good for printed emails

5. Phone Number

Not everyone likes emailing back and forth.

• Include your work number
• Optional: Add WhatsApp or extension

6. LinkedIn Profile

A quick way to establish trust.

• Link to your LinkedIn profile
• Use a clean hyperlink

7. Website or Portfolio

Let your work speak for you.

• Add your company site
• Include a personal link if relevant

8. Location (Optional)

Useful for global contacts.

• City + country is enough
• Skip full address

9. Compliance Info

Some industries require it.

• Legal disclaimers, if needed
• Company registration, if applicable

10. A Polite Sign-Off

Close your emails on a good note.

• Use “kind regards,” “best wishes,” or “thanks again”
• Avoid phrases that feel too stiff or too casual

A professional email doesn’t end with your message — it ends with your signature.
Make it count.

Proper Email Etiquette in Different Scenarios  

Email etiquette isn’t one-size-fits-all.
What works in a sales email might feel too casual in a job application.
Here’s how to tailor your tone, structure, and message depending on who you’re writing to.

1. Job Applications

When applying for a role, you’re being judged from your first line.
Your email needs to show professionalism and respect.

Do:

• Use a professional email address
• Include a clear subject line like “Application for Marketing Associate – [Your Name]”
• Start with a respectful opening line and close with kind regards

Don’t:

• Send a blank email with just an attachment
• Use slang, emojis, or poorly written emails

2. Sales Outreach

A good cold email is polite, personalized, and to the point.
No one wants to read a script.

Do:

• Mention something specific to the company name or target audience
• Use short paragraphs and bullet points for clarity
• Follow up respectfully — not pushy

Don’t:

• Overload with too many CTAs
• Type in ALL CAPS or add too many exclamation marks

3. Internal Team Emails

Working with colleagues? Tone matters just as much as clarity.

Do:

• Start with a friendly message but get to the point
• Keep the email chain clean and well-labeled
• Share only relevant information with the right people

Don’t:

• CC too many recipients if they don’t need to be involved
• Assume others know the full context — give quick background

4. Customer Service Emails

When writing to customers, empathy goes a long way.
Every email shapes their impression of your brand.

Do:

• Apologize when needed — even if it’s not your fault
• Be clear and helpful in tone and writing
• End with a helpful next step or link

Don’t:

• Be defensive
• Share sensitive information unless it’s secure and necessary

No matter the scenario, the rule stays the same:
Write like a human. Respect the email recipient’s time, avoid bad email examples, and always aim for clarity.
That’s how you write with proper email etiquette.

FAQs About Poor Email Etiquette  

1. What is unprofessional in an email?
Using an inappropriate email address, sending vague or incomplete messages, or using informal language like slang and emojis can all come off as unprofessional. It’s also unprofessional to skip a greeting, sign-off, or leave typos unchecked.

2. What are the negative effects of poor email etiquette?
Poor email habits can damage your credibility, delay responses, and even affect your chances of being trusted for bigger responsibilities. People may see you as careless, unclear, or difficult to work with.

3. What is considered rude in an email?
Writing in ALL CAPS, using an aggressive tone, or skipping basic politeness like “please” or “thank you” can make you sound rude — even if you didn’t mean to. It’s also disrespectful to ignore emails without reply.

4. What is an example of a negative email?
A negative email might blame others, show frustration, or demand something without context. It often lacks a solution-focused tone.

5. What is a poorly written workplace email?
It’s one that lacks structure, has spelling or grammar mistakes, and confuses the email recipient. It often results in more questions than answers.

Conclusion  

That’s it — the small habits in your emails can say a lot about you.
Whether it’s a missing subject line, a rushed follow-up, or sending messages to the wrong person, it all adds up. The good news? Every one of these mistakes is fixable.

Start with one change — maybe your email signature, or how you double check before you hit send. You’ll be surprised how much more confident (and respected) your emails start to feel.

You’re not just writing to share info — you’re shaping how people see you. Write wisely, and it’ll show.