Email is the most common and convenient way to communicate in the business world,  to  colleagues, employers, employees, professors and others who require formal communication. The smallest mistake can make a negative impression. People are not being careful on how they are formatting their emails before sending it to the recipients. Most emails written in a professional area are written as if they were a casual email to a friend. Most people in the working industry are nice people, but they usually have many things in their minds that a vague email is not helping them at all.

1. Always fill in the subject line with a topic that means something to your reader. Do not be vague on what the subject is. For example if you have a deadline for something write the subject as "Deadline for Applications"



2. Never start a message with a vague "This." ("This needs to be done by 5:00.") Because most of us have to read dozens of e-mails a day, specify which "this" you're talking about.



3. The first paragraph should be about who you are and why you are sending the email. The second paragraph should contain the solutions or desired follow through of the situation.



4. Don't use ALL CAPITALS (no shouting!). or all lower-case letters either



5. Avoid email abbreviations and chat room acronyms: you may know all the abbreviations there are but the reader may not. Try to avoid using abbreviations.


6. Be brief and polite. If your message runs longer than two or three short paragraphs, consider  reducing the message, or  providing an attachment. If you  include any attachments, mention them in the email so that the receiver does not get suspicious. Also, appropriately name the attachments so that the receiver knows what they are just by looking at the name.


7. Provide a closing statement. Thanking the receiver for their time. Courtesy is always important, no matter how short the email really is. Include a follow up statement such as, "I will contact you again with further information," or "I look forward to hearing your ideas."



8. Add a signature block with appropriate contact information. In most cases, this means your name, business address, and phone number, along with a legal disclaimer if required by your company. Do not clutter the signature block with a clever quotation and artwork. That is not needed.



9. Edit and proofread before hitting "send." Do not let your emails be sloppy and have simple mistakes in it. Proofread, proofread, proofread.



10. Finally, reply promptly to serious messages. If you need more than 24 hours to collect information or make a decision, send a brief response explaining the delay.

Unprofessional email.

Professional email