Questions to Ask Yourself Before You Hit Send

Email is increasingly becoming the primary way many of us communicate with one another. Often, people never meet their colleagues or clients face-to-face or even talk to them on the telephone. The only impression others have of us may be the one they get when they read our email messages. That is why it is so important to take great care in composing those messages. Before you hit the send button, ask yourself these questions.

What does my email address say about me?

If you are using your email account to send professional email make sure your address conveys a professional tone. Don't use an address that is suggestive, childish, or cute. There is no place for that in work-related email.

Are the name and email address in the "TO:" field correct?

Many email clients fill in the "TO:" field for you when you type in the first few letters of an email address or a recipient's name. Make sure the right name is there. You want to make sure your message reaches its intended destination, or that it doesn't reach an unintended one.

Have I properly addressed the recipient?

First names are often okay in business, but not always. If this is your first time communicating with the recipient you should use his title, i.e. Mr., Ms., or Dr., and last name. Look at how the recipient signs his messages before you decide whether you should be on a first name basis with him.

Have I used the appropriate tone?

As the saying goes, "It's not what you say but how you say it." It's a lot easier to convey the meaning of your words when you speak than when you write. Make sure your tone is polite and friendly, but gets across your intended meaning.

Is my email too wordy (or is it not wordy enough)?

Get your point across quickly, but make sure not to leave out important details.

Have I attached unsolicited attachments?

Many people won't, and shouldn't, open attachments they aren't expecting because computer viruses are often transmitted in them. Get permission from the recipient before attaching a file to your message.

Have I proof-read my message?

Make sure your spelling and grammar are correct. Errors will make you look careless.