It is important to understand what is appropriate when you’re sending a message to a prospective customer, business partner, coworker, manager, or acquaintance. Our tips below will help you to avoid miscommunications and mistakes which could give the wrong impression. 

1. Use a professional email address. 

> If you are writing or replying from your work email , chances are that this email should be professional. If however you are writing or replying from your personal email address it is important that this is professional as it will set the right tone and present yourself in a professional manner. 

2.  Use an appropriate and clear subject matter 

> By using appropriate and clear information in the subject box of an email is helpful as it will give the recipient an idea immediately as to what the email is about.  This can be important for any updates that need to be sent immediately for example : 'Meeting today postponed' or provides them with an idea of what it relates to, for example 'Question from today's meeting' or 'Can we set up a meeting?'. 

3. Use an appropriate greeting and ending to your email recipient/s. 

> It is important to greet and sign off  your emails professionally and appropriately. 

• For information on how to start an email click here:https://www.indeed.com/career-advice/career-development/ways-to-start-an-email

• See more information on appropriate sign offs here :https://uk.indeed.com/career-advice/career-development/best-regards

4. Think about the purpose of the email. 

>Why are you sending this email? Ensure the email has a clear purpose behind it.  For example if you wish to set up a meeting with them - include this question and perhaps your availability so this can be set up swiftly. If your email if to ask questions regarding something - ensure you have included all that needs answering and why you need the information. 

5. Don't hit reply all or cc everyone. 

> Ensure you don't hit the reply all button or cc in people that do not need to be. Also before forwarding any emails to others- is it appropriate to do so?  If it is, provide an overview to the recipient so they can understand the email trail and why it is being sent to them. 

6. Always use spell check and check over before sending. 

> It is important to check your email for correct spellings and to ensure it is what you would like to send. Always proof read.  Another top tip is to set up in your email settings a delayed timing of when your email is sent, that way you have time to press undo before it sends if you spot a mistake whilst sending. 

7. Use the correct punctuation. 

> Using the correct punctuation is important and will again ensure your email is professional. 

8. Consider the audience of the email. 

> Is it important to think about the audience of the email, for example different cultures communicate differently and it is therefore essential to alter your correspondence accordingly. 

9. Think about the tone and humour in your email - is it appropriate?

> Tone and humour could be misinterpreted when it is written in text- try and keep it professional. 

10.  Enter the recipient/s email address last. 

>This is a good tip - as when you are writing an email, you could accidentally hit send before you are ready- without the email added it won't be sent unnecessarily. 

11. Reply to your emails efficiently/ turn on your out of office when needed. 

> It is important to respond swiftly to emails and ensure senders are replied to - even if it has been sent in error, it would be a good idea to let them know.  Turning your out of office on will provide a sender information that you will not be back in touch currently. Ensure the out of office is detailed and helpful as to when you will be back and perhaps point them in the direction of someone who could help in the interim. 

12. Remember that others could see your email. 

> Emails are written down and can have a trail behind them. Always be aware of this and what you therefore write down that recipients could send or show others. Stick to polite and professional language. 

EXAMPLE: Asking for further help.