Because email is such a conversational medium, many people have a tendency to overlook some basic rules for professional communication when they email. While this may be just fine with an employer or client who has known you for years, it can create problems when you are corresponding with someone new. In fact, you can even end up alienating a potential project-manager or future boss if your emails are too familiar or casual.

If you have known an individual for some time or their own email style is extremely casual, then you are probably safe to mimic their emailing habits. However, when emailing strangers on a professional basis, follow these rules to keep your emails looking sharp:

Use effective subject lines

When you are emailing for work purposes, your email subject line should clearly convey exactly what the email is about. Give your email a subject that lets your intended reader know what project you are dealing with, and avoid cute phrases or commentary. Let your work speak for itself.
 

Stay on subject

If you are like a lot of people, you write your emails much in the same way that you converse. This often can mean that you may tend to wander off subject or include more information than is absolutely necessary for the correspondence. When writing professional emails, only include information and opinions that are relevant to the topic.
 

Punctuate – correctly!

I’ve said it before, and I’ll say it again: you must punctuate your emails correctly! It is so important to use professional punctuation, which means that not only should you avoid misuse of punctuation, but also overuse of it. Keep sentences simple and to the point. You will convey information more accurately and your emails will be easier to read and understand.

Professional-sounding emails can play a major role in your success in any business. Make sure that your emails are impeccably constructed to insure that everyone reads your every word.