Through the decades the way we communicate in business has changed considerably. From the time of the pony express in 1860 to our present day in age, e-mail. We now can instantly deliver an electronic message to anywhere, with just a click of a button.

    With speed and convenience we can spread the word easily. So rapidly in fact that we can easily over look some major guidelines to sending an effective email. Just because electronic messaging gives us the advantage of rapidly composing, speedy delivery and way of quick feedback we often forget some special points.

    So what is the proper way to compose an email on might ask? Well first off a main point some often over look is the proper use of a subject line. (I find myself making this same mistake.) When filling in the subject line you have around 25 character spaces to get someone’s attention. The best way to do this is to use capitals for the main point of the message, than followed by a short description of the nature of the main point. For example “meeting tomorrow” versus “DECISION NEEDED: We are choosing new product line today.” (Brogan, 2008)

    Okay now you have your attention line which will guarantee more than a glance, what about the meat of the message? Well first are you responding or will this email be an introduction? If you are providing feedback to a prior email, respond as soon as possible. Even if you can’t give the sender an answer right away, you can at least let them know that there email was received and is being reviewed. Often when you reply less then 24hrs since the message was sent out people will be a little more patient for the actual response knowing you received it and gave them the courtesy of letting them know you have. (Email etiquette, 2001-2008)

    For an introduction message or one that would require a response, you should get to the point. People are generally very busy and will normally scan through the message. With this in mind, don’t use fancy text, skip two lines when making a new paragraph, and deliver your points swiftly and grammatically correct, not forgetting to properly introduce who you are and why you are sending the email in the first place. Know your audience as you would when writing a letter. Remember this could be your one and only chance to get your message across, so be clear and accurate; proofread, use spell check than proofread again. (Bauer & Jerz, 2000)

    Lastly, end your email with a professional signature line; who you are, your title and contact information. Also remember to always be aware that when an email is sent through a server it most likely will be archived on the main server. Meaning when you send an email review your message thoroughly; if my corporation or any other outside agency would see this email could it be used against me in an investigation? (Brogan, 2008) Remember to always be professional and be clear so the reader can properly understand and be able to respond, just the same.joozone.com