Email etiquette for business travelers is more than just a courtesy—it’s a leadership skill. Whether managing emails between flights or responding to urgent requests on the go, how you communicate reflects professionalism, adaptability, and emotional intelligence. Clear, concise messaging helps maintain efficiency, avoid misunderstandings, and foster stronger business relationships.
These traits are essential for executives navigating today’s fast-paced, interconnected world. Mastering email etiquette while traveling ensures you stay productive and professional, no matter where work takes you.
Why Travel Email Etiquette is Important
As the quantity and quality of our options for virtual meetings surpass Jetsons-level expectations, in-person meetings and work travel would decline. According to Reuters, global business travel spending increased by 30% from the previous year, reaching $1.34 trillion. This was still about 7% below pre-pandemic levels.
Similarly, the World Travel & Tourism Council (WTTC) projects that global business travel spending will reach $1.5 trillion in 2024, exceeding pre-pandemic levels by 6.2%. The Global Business Travel Association (GBTA) forecasts that travel spending will reach $1.48 trillion by the end of 2024, surpassing the pre-pandemic record of $1.43 trillion. GBTA projects that global business travel spending will exceed $2 trillion by 2028, indicating a robust path ahead for the sector.
That’s a lot of time clocked at the airport lounge for many executives and hastily pecked-out emails sent while shuffling like cattle through security and dealing with flight delays. Much has been written on professional email etiquette. Still, anyone who travels frequently knows that emailing can reach new heights of aggravation and inefficiency when specific, minor considerations aren’t taken before pressing send. Whether navigating business travel email etiquette or communicating with a traveling colleague, bear these simple yet effective tips in mind.
For today’s executives, mastering professional email etiquette is vital. This is especially true when dealing with business travel email etiquette, as communication challenges often arise. These email tips for business travelers can help you stay productive and professional, no matter the destination.
Tips on Email Etiquette for Business Travelers
There are tips for travelers, and for those messaging travelers.
When you are the one on the road
1. Set Expectations.
If appropriate, give the person you are emailing/responding to a heads up that you are traveling and for how long, and thus might be slower than usual to respond. It will help them tailor their communication with you, understand time zone differences, and adjust expectations.
Leaders who set clear expectations demonstrate the foresight and transparency valued by their teams. The Alexander Group looks for these traits when identifying executives for high-stakes roles.
2. Stick to the subject.
Often, we are emailing with the same colleague or client on separate projects or topics, with two separate email subjects and strings, such as “Water Buffalo Account Issues” and “Re: Bob Loblaw’s trip to Borneo next Tuesday.” When pressed for time, switching to a question about Mr. Loblaw in the Water Buffalo string can be tempting because it is the easiest to access from your phone, or vice versa.
This one is tough to stick to if you are pressed for time running to catch a flight. Still, it can be problematic and more time-consuming in the long run because 1) your recipient might not realize you have switched subjects and have to ask clarifying questions, taking up more of your already limited time, and 2) when you need to see the email string on the Water Buffalo account in a week or a month or a year, you won’t be happy when you can’t find the conclusion to the conversation because it is hiding in the long since deleted Bob Loblaw string.
3. It’s an email, not a text.
Avoid extreme shorthand and texting vocabulary, especially when texting with a client or someone with whom you are not incredibly familiar. It lacks professionalism, can be construed as brusque, and leads to miscommunication. The best advice is to picture the content of your email on your company’s letterhead. If it doesn’t pass muster there, don’t send it as an email.
This level of professionalism mirrors the standards we uphold when assessing candidates for executive positions, ensuring our clients are represented by leaders who communicate with clarity and respect.
4. Beware autocorrect.
We’ve all experienced the unfortunate autocorrect malfunction, ranging from innocently amusing to embarrassing. Consider turning off autocorrect in your phone’s settings while traveling. This way, you are less likely to catch that embarrassing verbiage before pressing send, especially if you suddenly find yourself at the front of the security line and need to send your phone through the X-ray.
When emailing someone on the road
1. Avoid the paperclip.
Unless necessary, only send attachments (and no large files) to someone on the road who is unlikely to be in front of a laptop before they finally return to their hotel room. Consider copying and pasting the pertinent information directly into the email so your recipient can easily find it without too much clicking and loading in spotty reception areas.
2. Snoop the calendar.
If you are emailing a colleague whose schedule you can access, look at it before sending anything that needs immediate attention or bad news. If you see that they are catching a flight that leaves at 2:55 pm EST and you need something reviewed or approved, don’t send it at 2:45 pm EST, expecting that they will be able to answer your question thoughtfully. You’ll likely catch them right as the flight attendant comes by to ensure their cell phone is in airplane mode for take-off. Think ahead, send it well before, or wait until they are wrapped up.
Attention to such details reflects the ability to anticipate and plan—a hallmark of successful executives and one of the leadership qualities The Alexander Group prioritizes during candidate evaluations.
3. Short and sweet.
Brevity is always best in email communication, particularly when emailing someone on the road. More likely than not, they will read their emails in short bursts in the car service to the airport or between meetings on their phone. Don’t make your email recipient sift through 100 words when ten would have sufficed.
4. Subject.
It’s always best to have a clear, concise, and on-point subject line, which is particularly important when getting a road warrior’s attention. A subject line reading “Question” isn’t as likely to be opened as quickly as “Tambourine Presentation Question. ” Having a clear subject line makes it easier for someone on the road to find an email soon once they’ve got a quiet moment to respond.
5. Show mercy with the cc.
No one likes getting stuck on an email string as a cc: recipient with little to no relevance to them, and that goes quadruple for someone on the road who has emails stacking up at a breakneck pace. Before you hit “reply all,” think first about whether or not everyone needs to see the rest of the conversation and consider showing extra mercy to your colleagues on the road.
6. The curse of the red exclamation point.
That red exclamation point (for those who use Outlook) was designed to alert the recipient that an email is, in fact, urgent. We all have that colleague who makes liberal use of this feature, who believes that everything from a bomb in the building to a birthday cake in the conference room is worthy of high alert. Don’t be that guy. Save your road warrior colleague from the frustration of first opening that email with the red exclamation point, only to find out that what YOU consider urgent could have easily waited.
Misusing urgency signals can undermine credibility and trust, which are essential for leaders. The Alexander Group evaluates these subtle yet impactful traits to ensure our clients find executives who inspire team confidence.
Much of this advice transcends email etiquette, reflecting how leaders approach communication challenges. Clear subject lines, concise messaging, and empathy for the recipient are all markers of a thoughtful communicator. The Alexander Group seeks these qualities when identifying top talent for leadership roles. Effective communication is not just a tool but a fundamental trait of executives who drive organizational success.
Let’s All Email a Little Nicer
Fostering better communication can strengthen leaders’ relationships with their teams and clients—even from 30,000 feet in the air. At The Alexander Group, we specialize in identifying executives who excel in these vital leadership areas, helping organizations thrive in today’s dynamic business landscape.Are you looking for leaders who excel in communication and professionalism? Contact The Alexander Group to learn how we can help you find the perfect fit for your executive team.