Good manners matter more than ever—but they’ve also had to keep up with the times. With remote work, virtual meetings, and flexible hours now the norm, office dynamics have changed. And so have the unspoken rules that keep things running smoothly.
Whether you’re launching your career, sharpening your skills, or planning HR training, this blog covers the 30 golden rules of business etiquette that’ll help you navigate any professional setting with confidence.
What is workplace etiquette?
Workplace etiquette is the set of accepted behaviors and manners that guide how professionals interact with colleagues, clients, and business partners. These unspoken rules help build positive relationships and maintain a productive work environment. When practiced well, it creates a respectful, collaborative atmosphere that benefits everyone. Pro tip: Adding workplace etiquette modules to your company’s learning management system (LMS) allows employees to refresh their knowledge regularly. From virtual meetings to shared spaces best practices, LMS platforms make ongoing learning easy and effective.
Why does workplace etiquette matter?
Workplace etiquette is the foundation for a respectful and productive workplace. The way you conduct yourself impacts not only your relationships with colleagues and clients but also the overall success of your organization. Here’s a closer look at why workplace etiquette is important:
- Collaboration becomes smoother: Professional behavior promotes teamwork, making it easier to work together toward shared goals. For example, being punctual for meetings and actively listening to colleagues ensures a shared understanding of objectives.
- Relationships get stronger: Respectful interactions establish trust and strengthen bonds with colleagues, clients, and business partners. Simple actions like acknowledging contributions during team discussions or consistently following through on commitments go a long way.
- Morale gets a boost: Prioritizing professionalism and courtesy makes employees feel valued, supported, and motivated to contribute their best. For instance, offering praise for a job well done or showing empathy during challenging times can create a workplace where people feel appreciated.
- Communication thrives: Clear, respectful communication minimizes misunderstandings and creates a workplace where ideas and feedback flow freely. Whether it’s drafting concise emails or providing constructive feedback, good etiquette ensures that everyone feels heard.
- Productivity soars: A positive, collaborative atmosphere enables individuals and teams to focus on their work, stay engaged, and accomplish more. For example, maintaining tidy shared spaces helps minimize distractions and keeps everyone on track.
30 business etiquette rules to know
In any workplace, how you present yourself can make a real difference—not only on colleagues but also on clients, partners, and leadership. So, which rules are key to success?
Here are 30 business etiquette guidelines to help you build stronger relationships, communicate effectively, and boost productivity at work.
1. Dress appropriately
Your clothes speak before you do. A well-fitted blazer, tailored trousers, or polished jeans paired with a smart top can shape how others perceive you.
Dress codes vary widely depending on the company. Some workplaces lean toward formal attire—like suits—while others embrace a more casual vibe. Pay attention to what your colleagues wear, or if you’re unsure, ask HR for guidance. When in doubt, it’s always safer to be slightly overdressed than underdressed—especially when you're new to the organization.
2. Respect shared spaces
Ever open the office fridge and find someone’s forgotten lunch staring back at you? Or print something, only to discover there’s no paper in the tray? Shared spaces—like kitchens, meeting rooms, and printers—can easily create tension if they’re not treated with respect.
A few tips to keep things smooth: always clean up after yourself, be mindful of others, and avoid monopolizing these spaces. For instance, when using a meeting room, leave it as you found it (or better). Tidy up, turn off equipment, and make sure it's ready for the next person to use.
3. Always be on time
Punctuality is a powerful way to show respect. Whether it’s a 10 a.m. team meeting, a client presentation, or a project deadline, being on time signals that you value others' schedules. Find yourself late for meetings often? You risk derailing the discussion or forcing everyone to repeat themselves.
Aim to be a couple of minutes early for in-person meetings and virtual calls. If you’re running behind, a quick heads-up goes a long way. For example, sending a message like, "Running five minutes late—please start without me" shows you're mindful of everyone’s time.
4. Avoid gossip
Gossip might feel like a tempting outlet to vent frustrations, but it rarely leads to anything productive. Instead, take the high road. If you wouldn’t say it to someone’s face, don’t say it behind their back. Stick to professional, constructive conversations that positively impact the team.
Building a culture of transparency and trust starts with refusing to engage in office gossip. If someone tries to pull you into a gossip session, redirect the conversation to something work-related—or encourage them to address the matter directly with the person involved. And for HR teams: use interactive LMS features, such as role-playing scenarios, to teach employees how to redirect gossip in the workplace.
5. Listen actively
Think you’re a good listener? Active listening is more than simply nodding while mentally drafting your to-do list. It means being fully present. Maintain eye contact, avoid interrupting, and paraphrase what the speaker is saying to show you’ve understood.
For example, if a teammate suggests a new approach for a project, respond with, “So, you’re saying we should prioritize X over Y to meet our goals?” This small step builds trust and keeps communication clear.
6. Remember names
Struggling to remember names at work? You’re not alone—it’s a common challenge.
The good news? You can improve with a few simple strategies. For one, repetition helps. Use someone’s name when you’re introduced and again during the conversation: “Nice to meet you, Sarah. So, Sarah, what’s your role here?” Jotting names down or associating them with a memorable feature can also work wonders. Repeatedly forgetting someone’s name can come across as dismissive, so make it a priority to remember and use it.
7. Put your devices away
Ever been in a meeting where someone was glued to their phone? It feels disrespectful, right? Keep your phone or laptop out of sight during conversations or meetings unless it’s work-related. This small gesture shows you’re present and engaged. If you need to check a message or urgently respond, excuse yourself politely and step away.
8. Avoid eating lunch at your desk
You’ve probably been there—working away in an open office, and the aroma of microwaved fish wafts through the air. Not exactly the recipe for a productive afternoon.
To keep things comfortable for everyone, steer clear of foods with strong odors and try to eat in a designated break area if possible. This helps maintain a pleasant atmosphere and prevents your coworkers from associating you with the lingering scent of your lunch.
9. Keep a clean workspace
Your desk is your professional domain, and a tidy one signals that you’re organized and in control. A cluttered desk, on the other hand, can make it look like you’re overwhelmed.
Minimize personal items and take a few minutes daily to wipe down your workspace. With more companies adopting hot-desking—where employees share workstations—maintaining a clean desk has become even more important.
Just getting started? Read the essential guide to delivering corporate compliance training
10. Give everyone a chance to speak
In meetings, it's easy for the loudest voices to dominate the conversation. But often, the quieter team members often have great ideas waiting to be heard.
If you’re leading a meeting and notice a few voices taking over, pause and invite others to contribute by saying, “I’d love to hear your thoughts, [Name].” This simple act of inclusion shows that you value everyone’s input.
11. Respond to emails promptly
Letting emails pile up can create bottlenecks in communication and hinder productivity. Aim to respond within 24 hours, even if it’s just to acknowledge receipt and let the sender know you’ll get back to them soon. For example, “Thanks for reaching out. I’ll review this and follow up by EOD tomorrow.”
12. Start communications politely
Kick off emails with a friendly greeting, like “Good morning” or “Hi [Name],” before jumping into your message. A polite opening sets a positive tone for the conversation. Including a short pleasantry, like “I hope this email finds you well,” can make your email feel warmer and more personable.
13. Proofread your emails
A typo-riddled email can undermine your credibility. Always double-check for grammar, spelling, and clarity before hitting send. Tools like Grammarly can help, but don’t rely on them entirely—take the time to review your message yourself.
14. Give credit where it’s due
Nothing kills morale faster than stealing credit. If your coworker nailed a presentation or came up with a brilliant idea, acknowledge it. For example, say, “The client loved the strategy you suggested—great work!” Recognizing others’ contributions builds trust and promotes collaboration.
15. Use your phone sparingly
Limit personal calls and texts during work hours. If you need to take a personal call, step away to a private area. Prioritizing your work over distractions shows your commitment to professionalism.
16. Master that handshake
A handshake says a lot about you. A weak grip may give the impression that you're disinterested or unsure, while an overly firm one can feel aggressive or domineering.
How do you strike the right balance? Go for a firm yet friendly handshake that conveys confidence without being overpowering. Pair it with steady eye contact and a warm smile to create a welcoming atmosphere. This simple gesture sets a positive tone for interactions and earns respect right from the start.
17. Follow video etiquette
Remote work has made virtual meetings the norm, but they come with their own set of rules. Keep your camera on, mute yourself when not speaking, and dress as you would for an in-person meeting. These little habits show professionalism, even from home. Use features like the “raise hand” function to indicate when you’d like to contribute.
18. Keep emails brief
Most people deal with a high volume of emails every day—around 121 on average. That makes brevity a gift to your recipient. Get straight to the point by sticking to essential details.
Try using bullet points or numbered lists to make information easy to digest. A clear subject line that summarizes the purpose of the email can also grab attention quickly and set expectations right away.
19. Avoid unannounced calls
Picture this: You’re in the zone, working on a deadline, and suddenly your Microsoft Teams rings with an unexpected call. It’s disruptive and often unnecessary.
Instead of being that person, reach out with a quick email or message to schedule a time. A polite, “Would you be available for a call this afternoon?” shows thoughtfulness and allows both parties to prepare for a productive conversation. Bonus points for including the topic in advance to keep the discussion efficient and focused.
20. Be polite and kind
Simple courtesies like saying “please” and “thank you” aren’t just good manners—they’re essential for a positive workplace. Treat everyone with respect, whether they’re a new intern or the CEO.
Small, thoughtful gestures, like offering to help a colleague with a task or acknowledging someone’s hard work, contribute to a culture of kindness and mutual respect.
21. Maintain eye contact
In face-to-face conversations or video calls, eye contact is a powerful tool for connection. It conveys confidence, attentiveness, and sincerity.
During virtual meetings, position your camera at eye level. If you’re speaking with a group, alternate your gaze to include everyone, making each participant feel valued and engaged. Avoiding eye contact can come across as disinterested or distracted.
22. Give attention cues
Active listening isn’t just about staying silent while someone speaks—it’s about showing you’re fully engaged. Simple actions like nodding, smiling, or saying “I see” or “That makes sense” can affirm the speaker and encourage them to continue. These subtle cues create a supportive atmosphere where ideas can flow and conversations feel collaborative.
23. Keep your phone on silent
Nothing disrupts a meeting or conversation faster than a loud ringtone or notification. By keeping your phone on silent or vibrate, you show respect for the time and focus of everyone involved.
If you’re expecting an urgent call, mention it at the start of the meeting so others understand why you might need to step away momentarily.
24. Use a professional tone
In both written and spoken communication, tone matters. While casual conversations can include emojis or exclamation marks, professional interactions should strike a balance between friendly and respectful.
Avoid all caps, which can come across as shouting, and limit excessive punctuation. Clear, concise, and courteous language ensures your message is taken seriously and reflects well on you.
25. Be respectful of downtime
Remote work often blurs the lines between work and personal life, making it crucial to honor boundaries. Avoid sending emails or messages outside regular working hours unless it’s urgent. Tools like scheduled email delivery can help you stay respectful while managing your workload.
26. Pay attention during virtual meetings
Virtual meetings demand the same level of focus as in-person ones. Resist the temptation to check emails, scroll through your phone, or engage in unrelated side chats. Turn on your camera if possible and actively participate to show you’re fully present. Simple actions like taking notes or asking clarifying questions signal your engagement and respect for the meeting’s purpose.
27. Be mindful of cultural differences
A diverse workplace is a strength, but it also requires awareness and sensitivity to cultural norms. Educate yourself on key customs and communication styles that may differ from your own. For example, some cultures value directness, while others prioritize a more indirect approach. Being open and considerate fosters an inclusive environment where everyone feels respected and valued.
28. Don’t interrupt
We’ve all been there: mid-idea, someone cuts us off. It’s frustrating. Interrupting not only feels disrespectful but can also derail a conversation. Instead, wait for the speaker to finish before jumping in. If you’re excited to share an idea, jot it down so you don’t forget.
29. Be transparent about challenges
No one expects you to be perfect, and being open about challenges can actually strengthen your relationships at work. Whether it’s missing a deadline, struggling with a task, or needing extra help, sharing difficulties early on allows for solutions to be found sooner and prevents unnecessary surprises.
30. End on a positive note
Whether wrapping up a meeting, email, or conversation, always leave on a friendly and professional note. A simple “Thank you for your time” or “Looking forward to working together” leaves a lasting impression.
The final word on business etiquette rules
Business etiquette may seem like a series of small and simple habits—but together, they have a monumental impact in the workplace. Dressing appropriately, actively listening, and respecting shared spaces all contribute to a work environment where professionalism and collaboration thrive.
LMS platforms like Absorb are a great way to deliver workplace etiquette training to employees. Including an interactive module on workplace etiquette as part of the employee onboarding process ensures that new hires understand expectations from day one. Looking to upskill current employees? Elevate the experience with social learning and gamification to keep it engaging and impactful.
