Email, a communication tool over half a century old, remains largely unchanged in both form and etiquette despite the rapid evolution of digital communication technologies. While newer platforms have embraced more casual and streamlined interactions, email conventions continue to cling to outdated formalities that many now consider unnecessary.

Tom Gill, a freelance journalist and consultant based in Melbourne, critiques the persistence of traditional email habits, arguing that certain practices no longer serve a practical purpose. He highlights the common tendency to begin replies with phrases like “Thank you for your email,” which, he suggests, have become hollow courtesies rather than genuine expressions of appreciation.

Gill also challenges the routine use of sign-offs, such as “Kind regards” or “Best regards,” describing these as archaic remnants of a bygone era. He notes that email recipients are already aware of the sender’s identity through the visible headers and thread history, rendering redundant the inclusion of a name or title at the end of every message. He further critiques modern variations of email closures, including politicized or pandemic-related phrases like “In solidarity” or “hope you’re staying positive and testing negative,” as increasingly perfunctory or insincere.

In addition to sign-offs, Gill draws attention to the often excessive email signatures that accompany messages. These can include detailed contact information, professional titles, social media links, company logos, disclaimers, and even inspirational quotes. Such lengthy footers can overshadow the brevity of the emails themselves, which sometimes contain only brief notices or updates.

Despite his criticism, Gill acknowledges the need for some form of decorum in professional communications but advocates for a more stripped-back and efficient approach. He humorously suggests reserving “Regards” solely as an expression of clear hostility, underscoring his view that the sign-off convention has outlived its usefulness.

Gill’s reflections invite a reconsideration of current email etiquette, suggesting that the communication tool, while indispensable, might benefit from a modernization of its customary practices to better align with contemporary modes of interaction.