How To Keep an E-mail Professional

E-mail is a vastly popular way to communicate with friends and family. It can also be an important tool in the workplace. Learning how to use e-mail in a professional fashion can make or break it for an employee. Try some of these simple steps to help keep your online communications professional when needed.

1. Start by addressing the person to whom the message is being sent. Dear Sir or Madam is appropriate if the name is unknown. Using the correct title makes a better impression than simply saying "hey." Be polite and do your research. Finding out the name of the recipient makes the e-mail personal. Let's say you are writing a cover letter to e-mail to a potential boss. An e-mail addressed to an actual person is going to stand out far more that the e-mail that starts with just a hello.
2. Keep the body of the text concise, clean and well-written. Complete sentences, no slang words and correct spelling are a must to remain professional. You will not be taken seriously when using slang terms or phrases that are not acknowledged in the professional world. Grab a dictionary and use your spell check. Make short paragraphs to emphasize your main points. A large body of text in an e-mail can become daunting.
3. Always start with an opening thought. This should be made up of the subject that you are addressing via e-mail. Get to the point. Be clear and be thoughtful. The beauty of writing an e-mail is that you have the chance to proofread before you hit send. Follow the opening thought with main points. Describe your thoughts the best that you can, but avoid rambling. Finish the e-mail with a concluding thought. This should wrap up your message and give a conclusion to the original thought.
4. Always use your full name to conclude the e-mail. Use a professional title when applicable. Don't forget to include contact information if necessary. The recipient should have the option of contacting the sender if something is unclear.
5. Always, always proofread! Read through the e-mail before hitting send. The worst mistake you can make is not proofreading. A misspelled word or wrongly written sentence can quickly lose the professional aspect to the e-mail. Take the time to make sure your e-mail is written correctly. This can make a huge impact in your professional life. Spoken words cannot always be controlled, but written words can be edited.

E-mail is a way to make a great first impression. The way a message is written speaks volumes about the author. Take your time and do it right. Make your e-mails professional and you will notice a vast difference in the responses that you receive.