Billions of emails are sent each day, and it’s a vital component of business communication since it’s the preferred form of communication.  To say getting it right is important is an understatement.  Here are some handy rules for you to follow…

1. Don’t hit “reply to all” unless all parties need to read or see the response.  Our inboxes thank you for taking this proper consideration.
2. Don’t do mass forwards- many of these emails are too long and irritating. Let’s be frank- forwarding to 10 more people will not bring you fortune or good luck (sorry to disappoint you). If you have to do it, post the messages on social media so then people can choose to un-follow you.
3. Don't turn on “read receipts.” They are annoying.  You just need to trust that your emails are read.  When in doubt, call to confirm something important.
4. Don’t recall a message. If you do, interest will be piqued and that message will definitely get viewed. It’s like when you tell a kid not to do something- you know he will do it anyway.
5. Smiley and frowny faces are not appropriate in business communications.  While they add playfulness and help to display the intended emotion, they are only appropriate with the right audience.
6. Don't use more than piece of punctuation to to close each sentence.  What do you think of my punctuation?????? Annoying, right?!?!?! You don’t want to come across as dramatic!
7. Don’t use all CAPITALS as this can be interpreted as yelling, even if you are just excited.  And if you do want to YELL, do this by phone or in-person so that the interpretation of your message is how you intend.
8. Keep every email as short as possible. This saves you time and shows respect for your reader’s time.  If the email must be long, here’s a tip…
9. Paragraphs with >100 words are a no-no. Use concise paragraphs and bullet points to separate and organize the content of your email. This makes an otherwise long email more visually appealing, less intimidating to read, and easier to scan.
10. Put thought into your subject lines.  It’s the first thing that is seen; it is important.  The subject should be descriptive and clearly capture the intent of the email.
11. Attach only what needs to be attached, and the names of the attached files should be descriptive and professional.  Don’t waste your readers’ time with too much; no one likes to do extra clicks to open files unless it’s totally necessary. 
12. Include a signature on your emails that states who you are, what you do, what company you work for, and how you can be contacted.  This is a way to build your credibility and the trust the recipient will have in you.  A phone number is important because some conversations are best by phone; email is not the end all in business communication.
13. Respond fast since email is considered an instantaneous medium. This is not snail mail; the expectation with email is a quick turnaround, so respond as fast as you can.
14. Proof, proof, poof.  Always proofread emails before sending. (Did you catch that “poof” typo? Just keeping you on your toes!)

Go ahead and print these tips and share the wealth with everyone in your business.  Emails are often the first impression and are a reflection of your company’s professional appearance, and we want you to get it right from the start.  Happy emailing!