American Email & Messaging Etiquette
Learn how to write professional emails and workplace messages that sound clear, polite, and confident in American business culture.
In American workplaces, email, Slack, Microsoft Teams, and other messaging tools are used all day long. If English is not your first language, these short messages can feel confusing. Should you be formal or informal? How direct can you be? When is it okay to send a quick chat message instead of a longer email?
This page will help you understand how Americans expect you to write and message at work so you can build strong relationships, avoid misunderstandings, and sound professional and friendly at the same time.
What Makes American Workplace Email Different?
In many American companies, emails are:
- Direct but polite – People usually say what they need clearly, but they soften requests with friendly language.
- Short and focused – Many emails are one screen or less. Long messages are often skimmed or ignored.
- Action-oriented – Good emails make it clear: Who should do what, and by when?
- Time-sensitive – Replies are often expected within 24 hours (or faster for internal messages).
- Less formal than in many countries – First names are common, even with managers, especially in tech and U.S. corporate culture.
5 Golden Rules for Professional Emails in the U.S.
1. Use a clear, specific subject line
Your subject line should say exactly what the email is about. This helps busy colleagues decide what to read first.
- Better: “Action needed by Friday: Q3 sales report”
- Better: “Quick question about tomorrow’s client meeting”
- Weaker: “Hello” or “Question”
2. Start friendly, then get to the point
One short friendly line is enough. Then clearly say why you are writing.
- Greeting: “Hi Maria,” or “Hello James,”
- Friendly opener: “I hope you’re doing well.” (optional)
- Purpose: “I’m writing to ask about…” / “I’d like to confirm…”
3. Be polite, but not too indirect
American colleagues usually appreciate clear requests. If you are too indirect, they may not understand what you want.
• “Could you please send me the updated slides by Wednesday?”
• “Would you mind reviewing this document today?”
Too vague / indirect:
• “It would be nice to have the slides.”
• “If you have time, maybe you could look at this.”
4. Make actions and deadlines easy to see
When possible, put action items on their own line and include a date.
“Could you please confirm the agenda by Thursday, May 8?”
“Please let me know if you approve this budget by end of day tomorrow.”
5. Close with a friendly, professional sign-off
Common closings in American business emails:
- “Best regards,”
- “Best,”
- “Thanks,” or “Many thanks,” (very common when you ask for help)
Simple Structure for a Professional Email
- Subject line – clear and specific.
- Greeting – “Hi [First name],”
- Opening line – optional, friendly (one sentence).
- Purpose sentence – why you are writing.
- Details / bullets – key information, next steps, or options.
- Call to action – what you need from the reader, and by when.
- Closing & name – “Best regards,” + your name.
Slack, Teams & Chat Messages: What’s Different?
In American companies, tools like Slack and Microsoft Teams are often used for quick questions and fast updates. They are usually:
- Short (1–3 sentences)
- More casual in tone (emojis are sometimes okay, depending on the team)
- Used for things that do not need a formal record
However, even in chat, it is important to be polite and clear. A few tips:
- Start with a quick greeting: “Hi Alex — quick question:”
- Ask one clear question at a time.
- If the topic is complex, move to email or a meeting.
- Avoid sending messages late at night or very early unless urgent.
Useful Email & Messaging Templates
You can copy, paste, and adapt these for your own use.
1. Professional Email Template
Subject: [Short, clear topic]
Hi [First name],
I hope you’re doing well.
I’m writing to [state your main purpose in one sentence].
[Add 1–3 short sentences with key details or bullet points.]
Could you please [state what you need] by [day/time]?
Thanks very much,
[Your name]
2. Follow-Up Email
Subject: Quick follow-up on [topic]
Hi [First name],
I hope you’re doing well.
I’m following up on my email from [day/date] about [topic].
When you have a moment, could you please let me know your thoughts or next steps?
Thank you in advance,
[Your name]
3. Apology Email (for a mistake or delay)
Subject: Apologies for [brief description]
Hi [First name],
I’m sorry for [the delay / the mistake with X / the confusion about Y].
[Very briefly explain what happened, if needed, and what you are doing to fix it.]
Thank you for your understanding, and please let me know if there is anything else I can do.
Best regards,
[Your name]
4. Polite Request Email
Subject: Request for [information / approval / support]
Hi [First name],
I hope you’re doing well.
I’m writing to ask if you could please [describe your request briefly].
[Give any necessary context in 1–2 short sentences.]
If possible, I would appreciate your response by [day/time].
Many thanks for your help,
[Your name]
5. Slack / Teams Message
Example:
Hi [First name] — quick question:
Do you have the latest version of the Q4 report?
If yes, could you please share it here or email it to me?
Thanks!
Want a Deeper Dive into American Email Style?
For more examples and explanations, read the full article “Write Emails that Get Read, Not Ignored” on our newsletter:
Why Direct, Clear Messages Matter in American Business
Communication researchers describe the United States as a mostly low-context culture. Anthropologist Edward T. Hall showed that in low-context cultures, people expect messages to be clear, direct, and explicit. Listeners should not have to guess the hidden meaning from the situation.
Social psychologist Geert Hofstede also found that U.S. culture is strongly individualistic and has relatively low power distance. In many American companies, this means:
- Employees are encouraged to share their opinions.
- It is normal to ask questions by email if something is not clear.
- People often communicate directly with managers in emails, chats, and meetings.
For international professionals and ESL learners, understanding these cultural patterns can make email and messaging much easier. When you write in a way that matches American expectations—clear subject lines, direct but polite requests, and simple structure—you are more likely to:
- Get faster and more helpful replies
- Be seen as confident and professional
- Avoid misunderstandings and confusion
- Build trust with American colleagues, managers, and clients
Sources
- Hall, E. T. (1976). High Context and Low-Context Cultures.
- Hofstede Insights. (n.d.). Country comparison: United States.
Keep Building Your Business English & Cultural Skills
These books from Language Success Press help you learn the idioms, expressions, and real language Americans use at work:
Speak Business English Like an American
Learn hundreds of real Business English idioms and expressions used in meetings, emails, and daily work.
View this book
Speak Better Business English and Make More Money
Advanced Business English expressions and dialogues for real corporate situations and career growth.
View this book
More Speak English Like an American
Learn even more everyday American expressions to sound natural in casual conversations with colleagues.
View this book