Email timing is everything! If you send an email at the wrong time, it’s possible that it will get lost in the recipient’s inbox or be overlooked altogether or, worse, you may even irritate some receivers. Stick with us to find out why email timing really matters.
There is no hard and fast rule for email timing as it will depend on various factors, such as the recipient’s time zone, their work schedule, your relationship with the recipient and the urgency of the message. As a general rule of thumb, it’s best to avoid sending messages outside of normal business hours or late at night, as this may be seen as intrusive or disrespectful.
Rules for email timing
Here are some general guidelines to consider:
- Weekdays: It’s generally best to send emails on weekdays, as people tend to be more focused on work during this time. Avoid sending emails on the weekends or holidays, as people are less likely to be responsive.
- Mornings: Sending emails in the morning is a good idea, as people tend to be more alert and focused at the start of the day. Try to send emails between 9 am and 11 am, when people are settling into their workday.
- Avoid Mondays: Mondays can be overwhelming for many people so it’s best to avoid sending important emails. Instead, wait until Tuesday or Wednesday when people have had a chance to catch up on their workload.
- Consider time zones: If you’re sending emails to people in different time zones, be mindful of the time difference. Try to send emails during their business hours, rather than in the middle of the night.
- Keep them precise: Sending too many emails in a short period of time can be overwhelming and counterproductive.
As the recipient
Emails go both ways, there are email-timing guidelines for the sender, and also the recipient, especially when it comes to business. What is the standard etiquette to reply to an email?
Ideally, you should reply to an email as soon as possible. Within 8 hours is a good general guide, but 24-48 hours is still acceptable. If you need more time to provide a thoughtful response, it’s appropriate to send a quick message acknowledging receipt of the email and letting the sender know when they can expect a more detailed reply. Something like this:
“Just a quick email to let you know that I have received your message. I am just putting together a few ideas and will get back to you in few days.”
By keeping these tips in mind, you can increase the chances of your emails being read and responded to in a timely manner, and ensure you’re keeping a professional manner when it comes to email etiquette as the responder.