21 Do’s and Don’ts to Improve Your Email

Use proper structure & layout: Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.

Add disclaimers to your emails: This can help protect your company from liability.

Take one last look at your distribution list – is this email necessary for all recipients.

Once the email discussion goes beyond 2-3 replies anyway, it’s time to pick up the phone.

Write about one thing

Write about one thing

Stick to one subject, with one request. Once that’s done, you can send a second one.

If you write about multiple things, with multiple requests, it is likely that:

your email won’t be read or acted on

the receiver will only do one of those things

Keep flaming under control

Before you send an email message, ask yourself, “would I say this to this person’s face?”

Calm down before responding to a message that offends you. Once you send the message it is gone.

Read your message twice before you send it and assume that you may be misinterpreted when proofreading.

Empathize with the sender’s frustration and tell them they are right if that is true

[Flaming (To be on fire) Definition: Flaming is the act of posting or sending offensive messages over the Internet. These messages, called "flames.

Flaming is a hostile (Aggressive) and insulting interaction between Internet users, often involving the use of profanity.

“Flaming” is when people express their opinions strongly and with the emotion, despite others feeling on the topic.]

Don’ts …

Don’ts …

Do not copy a message or attachment without permission: Do not

copy a message or attachment belonging to another user without permission of the originator.

Do not use email to discuss confidential information: Sending an email is like sending a postcard. If you don't want your email to be displayed on a bulletin board, don't send it.