This article will dive into courtesy email design rules you should follow if you want to maintain strong professional relationships with colleagues, as well as how to lead polite email newsletters.
Politeness in emails does not depend on simply inserting the words “Kind regards” at the end. On the contrary, 58% of recipients consider this phrase to be far from polite and sincere.
Composing a polite email entails a combination of varying factors and rules, depending on the context and the recipient. It is time to consider approaches that will help you create a courtesy email for any situation.
What is a courtesy email?
First, let’s talk about what courtesy email is. A courtesy email is a polite, professional message to acknowledge, thank, or update someone. They are used in both personal and business life to express gratitude, follow up on previous interactions, or communicate any other information.
In general, a courtesy email is any email that is created with courtesy to the recipient, regardless of the context.
When to send courtesy emails?
While it’s never a bad idea to be polite, a courtesy email is a great tool in the following scenarios:
- expressing gratitude. For example, after a well-run meeting, interview, or event, you might send a polite email to thank the person for their time and pleasant company;
- acknowledging receipt. This can include events where you have received something (an email, a package, a document) and, generally, sending a quick email acknowledging receipt and thanking them along the way;
- follow-ups and reminders. If you have requested something (such as information or an action) and have not received a response, a polite follow-up is a great way to remind the person of your request;
- confirming meetings or events. A simple, polite confirmation email shows that you acknowledge the other person’s time and are informing them of your availability;
- offering help or support. If someone is struggling or in need of support, an offer to help in the form of a courtesy email is a great way to go;
- introducing yourself or others. When introducing yourself or a colleague to a new person, a courtesy email newsletter can help make your introduction fast and easy.
As you can see, there are a lot of scenarios when courtesy email will do a great job of maintaining your professional image and making your communication more pleasing for both parties.
Rules to follow to create perfect courtesy emails
Now it’s about time to discuss some etiquette rules. These tips will help you write courteous emails no matter what your aim is and creating in the result a first-class email that your recipient will be delighted to find in their inbox.
Create clear and direct subject lines
The subject line is not only a way to indicate what your email is about and make it stand out from other emails in the inbox but also a tool for showing politeness.
We are all busy people, and the last thing we want to do is waste time solving riddles. An unclear or completely absent subject line is such a riddle. If you want to compose a courtesy email, do not be lazy and create a clear and understandable subject line for it. Writing a comprehensive and to-the-point subject line is a sign of respect for the recipient and their time, since you indicate the contents of the email right away, and the purpose of the email becomes clear even before it is opened.
Be cautious about abbreviations or emojis
As the years go by, the Internet evolves, and the language we use evolves with it. More and more often in texting or emails, you can see various abbreviations that shorten the already familiar, established phrases. However, courtesy email is not the best place to implement this commonality. At least, not in all contexts.
Abbreviations such as TBH (To be honest), THX (Thanks), and OTOH (On the other hand) are intended more toward instant messaging with friends, acquaintances, and family. Some people may simply not know these abbreviations or become confused by them. The extreme case when they can be used is when communicating with very close friends. But even in these cases, it is worth considering the context and thinking: does the person on the other side of the screen know this abbreviation?
Use exclamation points sparingly
This rule may seem rather petty and can be omitted. However, overusing exclamation marks or using them in the wrong contexts can come across as aggressive or immature. When creating a courtesy email, exclamation marks should be used as a tool to express joy and delight.
Be careful when using humor
Even if your friends think you’re the funniest person they know, you should be careful with humor in emails. Jokes and humor are a risky business, as they may not be understood, or the recipient may get the impression that you don’t take the subject of the email seriously. But the worst-case scenario is that what you find funny offends the recipient. And then, all your efforts to be polite will go down the drain. Just keep in mind that humor is more appropriate for correspondence with very close people.
Keep in mind cultural differences
This rule applies more to courtesy emails in business, but it will also help you be polite when creating emails for people you don’t know. Cultural differences can cause misunderstandings, so it’s worth adapting the contents of your email to the recipient’s cultural background. For example, in the West, there is a culture of small talk before discussing the main subject at the beginning of a conversation. Meanwhile, in some European countries, this may well be considered uncomfortable or a waste of time, and having it in your email can ruin all your efforts. So keep this aspect in mind when creating emails for people who are geographically distant and culturally different from you.
You can learn how to lead email newsletters keeping in mind cultural differences, language nuances, and much more in our free eBook.
Proofread emails carefully
It is difficult to create a polite email when the content is filled with grammatical or spelling errors or has an inappropriate tone. You should always proofread your email before sending it. You can also ask your friends to help you proofread your email, because a fresh set of eyes never hurts. However, use this method only if the subject line allows it and is not confidential. Otherwise, ChatGPT will help you with proofreading. It does a great job of eradicating typos and errors and can give practical advice on the tone to maintain politeness.
Remember your tone
When writing a polite email, your tone of voice is everything. Plainly speaking, how you address your recipient depends on your relationship level with them. You should use a formal and professional tone in courtesy emails to new contacts, as this demonstrates politeness and respect. Until you have built a friendly relationship and have had previous interactions, it is best to avoid an informal tone.
When you first contact someone, address them by their full name. Analyze their response to assess whether you can simply use their first name in subsequent messages.
Courtesy email samples
Now it’s time to give you some inspiration on what courtesy emails should look like. Below are free samples you can use for your own newsletter, rewriting the content however you must.
Courtesy email sample 1
Subject line: Thank you for your [thoughts/question/help].
Greetings [Recipient’s full name],
I hope this message finds you well.
Thank you so much for reaching out. I really appreciate you taking the time to [share your thoughts/ask your question/help]. This means a lot to me.
If you need anything in the meantime or just want to chat, don’t hesitate to reach out. I’m always happy to help!
Thanks again, and I look forward to hearing from you soon.
Best,
[Your name]
[Your contact information]
Courtesy email sample 2
Subject line: Follow-up on our recent conversation
Dear Mr. [Recipient’s last name],
I hope you have a great day.
I am following up regarding our recent discussion. I wanted to provide details and the key points we covered, ensuring we’re aligned moving forward. As a reminder, we talked about [briefly summarize the key points or topics discussed].
If you need any additional information or clarification, please don’t hesitate to reach out. I’m more than happy to provide further details or answer any questions you might have.
Looking forward to your response and hoping we can continue our discussion soon.
Best regards,
[Your name]
[Your position]
[Your company name]
[Your contact information]
Courtesy email sample 3
Subject line: Request for a Meeting
Dear [Recipient’s full name],
I know you’re busy, so I’ll be brief.
I am writing to kindly request a meeting at your convenience. I would appreciate the opportunity to discuss [briefly mention the purpose or topic of the meeting].
Please let me know if you would be available to meet sometime this week or next. I am flexible and can adjust to a time that works best for you. Your consideration is greatly appreciated.
Looking forward to your response.
Best regards,
[Your name]
[Your position]
[Your company name]
[Your contact information]
Courtesy email sample 4
Subject line: Introduction and contact details
Dear [Recipient’s full name],
I hope you are doing well.
My name is [Your name], and I wanted to take a moment to introduce myself. I recently [explain how you came to know the person or why you’re reaching out]. I look forward to the opportunity to connect with you.
For your reference, here are my contact details:
- Email: [Your email address]
- Phone: [Your phone number]
Please feel free to reach out to me if you have any questions or if there’s anything I can assist you with. I’m looking forward to getting to know you better and potentially working together in the future.
Best regards,
[Your name]
[Your position]
[Your company name]
[Your contact information]
Courtesy email sample 5
Subject line: Offering my assistance
Dear [Recipient’s full name],
I hope you’re doing well.
I wanted to reach out and offer my assistance if you need any help with [specific task or project]. If there’s anything I can do to support you, please don’t hesitate to let me know.
I’m happy to assist in any way I can, whether it’s answering questions or providing guidance on [mention specific area of help].
Looking forward to hearing from you and helping in any way possible.
Best regards,
[Your name]
[Your position]
[Your company name]
[Your contact information]
Wrapping up
Courtesy emails are your go-to means of communication that help you stay professional in any situation. They help you maintain strong relationships both in your professional and personal life. Be respectful in keeping the right tone of voice and be mindful of who you are writing to, and you will nail your polite emails with ease.
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