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One objective per e-mail

It is best to keep each e-mail limited to one objective. Busy readers will often move on after they think they get the idea. It is a good practice to state the key point of why you are writing in the first sentence. Many readers will miss the important points if key content is buried in the body of a long e-mail.

Stay away from personal information

It is OK to open communication with “I hope all is well” or “It was great to see you at the meeting” to relax the reader. From there, quickly get to the point and keep personal information out of business communications. If you want to be treated seriously, you need to be professional.

Do not put any information in written communication that could ever prove embarrassing or inappropriate

Many a career and professional reputation has been ruined by irreversible content in an e-mail. E-mail is not the forum for discussing your big weekend on the town—especially not when it’s the company e-mail account. Assume that every e-mail you send will be shared.

Avoid conventions commonly used in personal e-mail

Expressions such as LOL, BTW, etc. should be avoided with business communications. Avoid using colors, backgrounds and borders. In a formal e-mail, keep the distractions e.g. quotes, links and “smiley” faces to minimum. Appreciate the other person’s time and position.

Keep a file of outstanding communications to emulate

If I see a sentence, a great technique or an interesting style, I save it and try to incorporate it into my own writing. In business, e-mail has replaced the personal business letter. It has evolved to a more formal and professional communication method.

Never send “draft” messages to supervisors or customers

Even if they ask you for a draft, treat all communications to key readers as final. You never get a second chance to repair a bad impression of your writing. Assume that your e-mail will be sent to others.

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