10 Basic Rules of Business Etiquette

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The phrase “business etiquette” may suggest a construct of quaint formality that feels out-of-step with today’s work culture, but it’s never been more relevant. In recent years, remote working, flexible hours, and communication technologies have blurred personal and professional workspaces. As new workers enter the workforce, and as experienced workers return to offices or switch companies, many may benefit from coaching to improve their professionalism. 

Business etiquette refers to the behaviors we use in workplace settings to maintain respectful, productive relationships at work. These are largely unwritten rules of conduct that influence your interactions, appearance, and attitude. As an employee, professional etiquette is a so-called “soft skill” that can propel a career. As an employer, reinforcing workplace etiquette can help improve productivity and increase employee satisfaction. Following a few basic rules of business etiquette can help you polish your professionalism in any environment.

The ABCs of Business Etiquette

Professional business conduct boils down to appearance, behavior, and communications. And while styles within professional environments may vary (think: investment banking vs. art gallery), the principles behind business etiquette are constant. Within these ABC’s are ten rules for business and work etiquette – the building blocks for respectful and collaborative workplaces.

Appearance Etiquette

As some industry segments move away from traditional business attire to embrace a more relaxed, informal setting, equating informality with bad manners is becoming a faux pas. Rather, professional etiquette maintains the appearance of ourselves and our surroundings.

1. Dress appropriately.

Who hasn’t experienced the anxiety of wondering what to wear on the first day of a new job? Attire sends a visual cue and reveals how much you “belong.” Happily, office dress codes have never been more tolerant, relaxed, and inclusive, so the potential for misstep here is much smaller than in years past. When in doubt, ask. Once you’re in the office (or on video), you can take cues from your peers and supervisors to refine your wardrobe. The aim is to conform to the norm, but not in a way that suppresses your authentic identity. Attire that reflects cultural, religious, and gender identification should always be respected.

2. Keep your workspace organized.

Whether you’re in the office or on video, professional etiquette is reflected by a neat and clean appearance, which demonstrates respect for yourself and your colleagues. This extends not just to your personal appearance, but the way you maintain your workspace. Be disciplined in keeping papers and other clutter to a minimum and limit the visibility of food and drink containers.

Business etiquette is essentially a code of conduct that equips employees to maintain collegial environments that promote trust and respect while reducing distractions and conflict. 

Before leaving your desk for the day, imagine that you unexpectedly won’t return to the office tomorrow – in your absence, what image will your space project? In virtual environments, scan your background for debris before connecting your video. Consider scheduling 30 minutes on your calendar per week for a deeper clean.

3. Respect shared spaces.

One of the most common items in the employee kitchen? The sign that reads, “Please don’t leave dishes in the sink.” Those with good business etiquette are part of the solution, not the problem – they wash up promptly after eating. This isn’t just about being polite (although that’s reason enough), it’s also about facilitating productivity as you apply this behavior to all shared spaces and items. Another basic rule of business etiquette? Put more paper in the copier and refill the paper towel dispenser.

Behavior Etiquette

Business etiquette is essentially a code of conduct that equips employees to maintain collegial environments that promote trust and respect while reducing distractions and conflict. The list of behaviors that follow all amount to treating others as you wish to be treated.

4. Arrive on time.

If there’s one golden rule of business etiquette, it’s punctuality. Arriving on time is a multi-tipped spear: it reflects a respect for others, shows that you’re organized and in control of your workload, and demonstrates that you follow through on commitments. Be aware that some companies – and some countries – define punctuality differently, although it’s rarely stated outright. Err on the side of arriving five minutes early until you deduce the accepted norm.

5. Greet everyone with intention and empathy.

When joining a meeting, passing someone in a hallway, or entering a breakroom, greet all you encounter. Introduce people who don’t know each other – including yourself, if you see an unfamiliar face. It can be tempting to skip this, deeming it an unnecessary pleasantry, but it’s a courtesy that sets the tone for effective communication. As the conversation progresses, demonstrate active listening skills: avoid interrupting, ask clarifying questions, and use positive body language such as nodding.

While handshaking is the most common greeting in business contexts, be advised that some cultures do not shake hands. Typically, the person who is hosting the meeting and/or occupies the higher position is the one to initiate a handshake, but norms that are based on tenure or status can vary across businesses.

6. Avoid (negative) gossip.

Strictly defined, gossip is talking about a third party who isn’t present. Research from the University of Maryland and Stanford University, published as "Explaining the Evolution of Gossip" in February 2024 in the Proceedings of the National Academy of Sciences, reveals that not all gossip is inherently harmful; in fact, certain types of gossip can play a constructive role in workplace dynamics. According to the study, positive gossip, which shares favorable or neutral information about colleagues, can foster a sense of community and trust.

By contrast, negative gossip, which involves disparaging remarks about others, can erode team cohesion and morale. The etiquette is simple: when in doubt, leave it out.

Communication Etiquette

At work, etiquette requires mindful communication across multiple channels. Understanding the do's and don’ts of business interactions in person, via video, and in email and text can help prevent misunderstandings and build collaborative relationships.

7. Don’t interrupt.

Controlling this impulse is a superpower that will serve you well in all contexts. Mind your technology, too – mute your phone and stop looking at your laptop and smartwatch.

8. Follow email best practices.

Email dominates workplace communication, and its ubiquity can lead to carelessness – misspellings and lazy grammar may reflect poorly on you at best, and at worst create misunderstandings. Several best practices for business email etiquette include:

• Using a salutation (“Dear,” “Hello”).
• Using a clear “subject” line (when forwarding an email, double check that the “subject” line will make sense to a new recipient).
• Using formal language with a professional tone (there are many AI-assisted writing tools that can help with this).
• Using spellcheck, and proofreading before hitting “send.”

9. Use video with care.

Most professional environments support the default of “microphone off, video on.” Look directly into the camera, dress as you would in the office, and blur your background if there’s a risk of disruption.

10. Take your skills on the road.

Business etiquette helps forge positive, productive and enjoyable professional relationships – both within the office and outside of it. Exercising these etiquette best practices at business lunches is an excellent way to help deepen client relationships.

Inevitably, missteps happen. Should you break one of the basic rules of etiquette outlined here, the best remedy is a swift and sincere apology. Business etiquette is a daily exercise, and continuous practice can help lead to greater confidence and success.

A version of this article was originally published on October 3, 2012. 

Photo: Getty Images

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