Do’s and Don’ts of Proper Phone and Email Etiquette

Technology has made it possible for us to be more connected and engaged with each other than ever before. However, increasing reliance on texting and emojis can lead to a decrease in professionalism in phone and email communication. Not sure if you’re using proper etiquette? Check out our do’s and don’ts below.

Phone Etiquette


  • Before your phone call, make sure that you are in a quiet place and free from interruptions
  • Check that the phone connection is strong
  • Introduce yourself by stating your name and reason for calling
  • Ask if it’s a convenient time to talk and if not, ask what time would work best
  • Give the person on the other end of the call your contact information


  • Sound like a robot – make sure you’re conversational
  • Forget to ask who you are speaking with so that you will be able to reference the conversation and who you spoke with
  • Go into your phone call unprepared – know what you’re going to talk about
  • Hang up the phone without thanking the person you talked with for their time


Email Etiquette


  • Keep the subject line relevant and short
  • Introduce yourself and your organization in the beginning line of your email
  • Be clear and concise
  • Make sure that your email is professional – that is, don’t use slang or be overly familiar
  • Proofread and fix any typo’s in your email


  • Forget to address the person that you are emailing
  • Draft a long email
  • Type in all caps or use a lot of exclamation points
  • Use text lingo or abbreviations – spell things out
  • End your email without a signature and your contact information


Proper phone and email etiquette is important and can impact whether you are seen as professional or not. With practice, you’ll be a pro in no time!


2019-06-24T12:18:25+00:00June 24th, 2019|