1. Write clearly and simply

Simple words are powerful words – especially when you're communicating with today's time-crunched professionals. Start by stating your topic clearly in the "Subject" line. Then, begin your message with a clear explanation of what you would like the recipient to know.

Example:

Dear Jennifer –
I am concerned about the status of the Kensington project, and would like to get your help in moving it forward.

From there, present your full story as concisely as possible. Avoid overly technical language. And maintain a professional tone, avoiding slang, profanity, and those silly emoticons.

Also, remember that long blocks of text are difficult to read, so break your message into paragraphs of no more than two or three sentences.

For an illustrated example of an effective e-mail, visit GoodWrite’s Anatomy.

2. Check spelling

Misspelled words in an e-mail send a message that you don't care about being precise and professional. In Outlook, simply press the F7 key for a quick spell check.

3. Check recipients

It's all too easy to send a message to the wrong person. Sending to "Dan Gorman" when you intended to send to "Dan Goodwin" can lead to embarrassment – and could compromise confidential company information. Before you hit "Send," take a moment to be sure all addresses are correct.

4. Ask for action

At the close of your e-mail message, tell recipients how you would like them to respond – whether with a reply, a phone call, a visit to a Web site, or any other action. Be sure to start your request with a "please" and end it with a "thank you."

5. Include your contact info

To send an e-mail without your complete contact information is simply unprofessional. Outlook makes it easy to include this information automatically, along with a salutation such as "Best regards."

In the Outlook menu, click the "Tools" menu, choose "Mail Format," click "Signatures," and then follow the steps for a "New" signature. Type in your information in the following format, using your choice of typeface and font size (when in doubt, choose Times New Roman 12pt.):

Best regards,
John Smith

Director of Marketing
ABC Corporation
123 Main Street
Anytown, NJ 00000
T: 857-555-1212
F: 857-555-1213
M: 857-555-1214
jsmith@abccorporation.com
(Note: pressing "enter" at the end of your e-mail address will turn it into a "live" link)

You can also insert a company logo as a jpg file below this information, along with any other message – such as your company's e-mail confidentiality policy. For full instructions, visit the Outlook "Help" menu.

6. Stop and read!

When you've finished writing, always take a moment to read through your e-mail and correct any errors, unclear language, or poor grammar. If it's an especially important message, ask a colleague to review it with you. When you're sure it's perfect, hit "Send."

Make Every E-Mail Send the Right Message

It only takes a few moments to make every e-mail the best it can be.

For more tips on successful e-mail techniques, download Dr. GoodWrite's Seven Deadly Sins of Corporate E-Mails. This exclusive guide is free to subscribers from our Resources page.