Email Etiquette Guide for 2025

Reading Time: 5 minutes

I love getting jokes from friends through email. It’s a great way to keep in touch and share thoughts and ideas quickly and easily. But not everyone checks their email regularly, and some may have limited storage or be accessing their inbox from work. So, here are some quick tips to make emailing better (and safer) for everyone!

This is not meant to be mean or critical—just some helpful things to think about when sending emails.

BCC: Keep Email Addresses Private

BCC stands for Blind Carbon Copy. When you CC everyone on an email, you’re not only spreading the message but also exposing everyone’s email addresses to all recipients.

🔹 Why it matters:

It helps prevent spam—when emails are shared widely, they can end up on scam or phishing lists.
It respects privacy—not everyone wants their contact information made public.
It reduces the risk of email spoofing and fraud.

✅ Use BCC (instead of CC) when sending emails to multiple people who don’t need to see each other’s addresses.

Use a Clear & Descriptive Subject Line

Always use a subject line that summarizes your email.

🔹 Why it matters:

It helps the recipient know what the email is about before opening it.
Many spam filters block emails without a subject.
It increases the chances of your email being read.

✅ Bad subject: Hi
✅ Good subject: Funny Cat Video You Have to See!

Avoid Forwarding Chain Letters & Hoaxes

No one likes getting a heartfelt message that ends with: “Forward this to 10 people, or your luck will run out!”

🔹 Why it matters:

Most chain letters contain false information.
Some chain emails are designed to spread misinformation or malware.
It clutters inboxes unnecessarily.

✅ If the message is meaningful, remove the chain letter part before sharing.

Be Cautious with Virus Alerts & “Too Good to Be True” Emails

If you receive an email claiming a “new virus is wiping out the internet” or “Bill Gates will pay you for forwarding this”—stop! It’s likely a hoax.

🔹 How to spot fake alerts & scams:

Check Snopes.com or official security websites before believing a virus warning.
Watch out for emails asking for personal information or login credentials—they may be phishing attempts.
Be skeptical of emails from unknown senders promising free money or prizes.

✅ If it sounds suspicious, fact-check before sharing.

Beware of Phishing Scams & Fake Emails

Scammers are getting smarter! Phishing emails look like they come from legitimate companies but are designed to steal your login credentials or personal information.

🔹 How to avoid phishing emails:

Double-check the sender’s email address—scammers often use addresses that look similar to real ones.
Hover over links before clicking—if they don’t match the real company’s website, don’t click!
If an email asks for sensitive information (passwords, bank details), don’t respond—no legitimate company will ask for this via email.

✅ If you’re unsure, go directly to the company’s website instead of clicking on links in the email.

Never Forward Obscene, Racist, or Offensive Emails

Forwarding inappropriate content reflects poorly on you.

🔹 Why it matters:

You could damage relationships or offend someone unintentionally.
In professional settings, you could face disciplinary action or even get fired.
Offensive content can be reported and lead to your email account being flagged or banned.

✅ If you wouldn’t say it in person, don’t send it in an email.

Manage Attachments Wisely

Large attachments can clog inboxes, especially for people using work or mobile email.

🔹 Best practices for attachments:

Keep attachments under 5MB whenever possible.
Instead of sending large videos, upload them to YouTube, Google Drive, or Dropbox and share the link.
Be wary of opening attachments from unknown senders—they may contain viruses or malware.

✅ If you’re sending a funny video, a link is better than an attachment.

Double-Check Before Hitting “Send”

Before you send an email, take a moment to review it:

✅ Check for typos and errors.
✅ Make sure you’re sending it to the right person. (Auto-fill can lead to embarrassing mix-ups!)
✅ If it’s an important email, take a deep breath before sending—especially if it’s emotional or sensitive.

Avoid ALL CAPS & Overuse of Emojis

TYPING LIKE THIS LOOKS LIKE YOU’RE YELLING! 🤬🤯🔥

🔹 Why it matters:

It can come across as aggressive or rude.
Overusing emojis (🤣😂😜💀) can make emails hard to read.

✅ Instead, write in a normal tone and use emojis sparingly.

If You Wouldn’t Say It in Person, Don’t Email It

Remember: Email is forever. Anything you send can be forwarded, screenshotted, or shared with others.

🔹 Before sending an email, ask yourself:

Would I be okay if this email was made public?
Would I be embarrassed if my boss, family, or friends read this?
Is this the right platform for this conversation, or would a phone call be better?

✅ When in doubt, be professional and kind.