•;Create single-subject messages whenever possible.
•;Make the subject of your email as specific as possible.
•;If you send the email to more than one person, make sure that you clarify what you expect
from which person. Don’t assume that they will know.
•;Try to keep email messages shorter than a half page (if they were printed).
•;Try to have a consistent structure to your emails that regard an instruction to an outside
•;Identify the matter the email is about.
•;Raise briefly the issue to be discussed.
•;Clarify your question or what you are asking the outside provider to do:
– Clarify the deliverable you expect (e.g., email, call, memo, opinion) and timing;
– Define any budget issues the provider should know, if appropriate.
•;Choose your words carefully if those reading the email are not native speakers of the
language the email is written in. Avoid idiomatic phrases or jargon.
•;Use the Importance: High and Return Receipt options sparingly.
•;Even though email tends to be informal, keep in mind that it might be used as an exhibit in a
•;Never insult or criticize anyone without giving them the opportunity to respond.
•;Only capitalize words to highlight an important point, title or heading. Capitalizing whole
words that are not titled is termed “shouting.”
•;Read through your message again before sending–ask yourself what your reaction might be if
you received your own message.
•;Proofread and spell check messages.
•;If you receive a message intended for another person, don’t just ignore it; reply to the author
with a short explanation, then delete the message.
•;If you have sent an impulsive response, recognize and admit this quickly. Remember, unlike
telephone and personal conversations that fade with time, impulsive email responses can
sit in mailboxes, be printed out, circulated and acquire a level of importance that was never