There's no denying that internet has granted us n-number of options to communicate with family, friends and colleagues and among all those options email still remains to be one the best, especially in the professional scenario.

Email has been an important part of the corporate world. Keeping in mind a few basic rules while using the email for business can make it more effective and worthy for the receiver.

Being careful is the basic mantra to prevent any misunderstanding and attending your mails on time should be of foremost concern. Delays may lead to disappointments. How shocked would you be if someone sent you a reply for an email that you have sent him months ago?

Here are some simple tips to help you use the facility of email in the best way and avoid any negative circumstances:

Label your mail with an appropriate subject line: A good subject line is one which indicates what the mail is about. It should be precise but clear. Any special note or urgency can be mentioned in the subject so that the recipient does not miss the message by any chance.

Addressing the receiver: It is important to start a professional mail by properly addressing the person it is to be sent to. Any fault in this can give a negative impression. It is a good idea to address the person by name, if possible. Since using just the first name can be taken as an offence by some, so its better to add Mr./Ms. before the name.

Provide your contact details: Even if you have already been indulged in conversations with the person you are sending the email to, it is advisable to provide the required details of your identity in every mail, which include your name, website address and other relevant contact details. All of these can be made a part of the signature.

Be as brief as possible: Short messages are always liked, when on the receiving end. Messages which are to-the-point are more effective and satisfactory. The attempt to keep the message short should not let the important information go missing.

Mistakes in the message can lead to a negative impression: One must be careful while typing a mail. Following are some points to remember:                    

• Shorten the message, but not the words. Commonly used abbreviations in casual internet chats should be avoided.

• Incorrect grammar or punctuation is a big NO. Such mistakes can also prove to be misleading sometimes.    

• Don't forget the magic words. Polite words like please, kindly, thank you do help to create a positive image.   

• Case of the written message is important. Preferably the sentence case. A message written fully in capitals or the upper case is considered to be as shouting.

• Keep the language of the message simple, direct and polite. The reader should not need to put extra efforts to understand the message.

Try to keep the attachments light: Heavy attachments can be problematic for the recipient. They occupy more space and take more time to download. If necessary, then ask for permission before sending a heavy attachment.

'Reply All' very carefully: 'Reply' and 'Reply All' buttons serve different purposes. Use the 'Reply All' button carefully. Remember, it will send the message to all the email addresses in the 'To:' and 'CC:' list.

Cleanliness is always good: Keep your messages neat and clean. While forwarding a chain letter, do not forget to eliminate any extra text, or any material which does not hold relevance.

Revise your mail before hitting the send button: Recheck your mails religiously before sending them. Look for any corrections to be made, the language used and the extent to which it is understandable. Give it a reading with the receiver's perspective.

Well, these are some of the most basic pointers that one should keep in mind while writing an email.

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