1. STOP SHOUTING! Writing in all caps is like screaming. If you are angry or want to reiterate a point, pick up the phone or meet in person.
  2. If all you have to say is “thank you” don’t send the email. Your co-workers understand that you appreciate their work, but if you still want to thank them for their efforts, be sure to include more than just those two words.
  3. Use caution with the “reply-all” feature. Ask yourself if everyone on the distribution list really needs the information you are about to send. Limit the email to only those that truly need to be addressed.
  4. With all of the tools available at our fingertips, I am surprised at how many spelling, grammar, and punctuation errors I still see in my inbox. Spell check was invented for a reason – set the default to run before all messages are sent.
  5. Choose a meaningful subject line and never leave it blank.
  6. If your email thread has reached 3 or 4 levels, consider creating a new email. Email threads that stretch on for miles will be ignored by most readers. Consider what pieces are most important and delete the rest, especially long signature lines and duplicate confidentiality notices that clutter the space.
  7. Don’t send complex messages via email. As in point #1, sometimes a simple phone call or meeting will be more effective than email.
  8. Use caution when flagging a message as “high importance.” The recipients may feel you are crying wolf if it is over used.
  9. Use “read receipts” only when absolutely necessary (i.e. for legal documentation or a human resource incident). Not only is it irritating to receive these time and again, the recipient can take this as a sign of mistrust.
  10. Finally, take a second look at your email before hitting send. Re-reading an email can help save the headache and embarrassment of an unintended message.