A- Content:

• • Use the titles when you are replying to an email which the sender of the original message has used, if he used his or her first name only, then you could safely assume it is ok to use the persons first name as well.
• • Do not use shortened version of names.

I read an email which begins "I, Ed!" My full name is "Edward". Stick to what you see in the original email. Once they have replied to your initial email, you will know the preferred form of their name by the way they signed off in their e mail.

• • Use a style: appropriate to the topic (e.g. a chatty conversational style may be appropriate for a social conference but not for a serious technical discussion group);
• • Refer to the original mail;
• • Get to the point;
• • Phrase your message positively;

• • Three magical words: What three words have a total of only 14 letters yet carry a great deal of meaning? People may notice these words when they are there, but if you forget to use them, you will come across looking disrespectful and ungrateful. These powerful words are "Please" & "Thank you".
• • Watch your tone with me: It is easy to change your tone when you are speaking. When you are writing it is very hard to do. Whenever you write an email, read your message several times before you hit send. It is important to rearrange your paragraph. If you are writing to someone you have communicated with before, you might want to begin by saying "I hope you are well".
• • Don't Yell: Avoid writing your message using all uppercase "caps lock" letters; it looks like you are shouting.
• • Use abbreviations when necessary: written e-mail communication cannot convey gestures, body language to the recipient. Being familiar with common acronyms used on line will save your typing time: Like FYI, ASAP, BTW (by the way).

B- Before Sending:

• • Read the message before responding;
• • Respond to the topic not the person;
• • Give the benefit of doubt;
• • check your spelling and grammar by simply using a spellchecker, then by quickly reviewing the message again;
• • Test your changes by sending a message to yourself.

C- Guide lines:

• • Be very obvious in your emails;
• • Treat email confidentially;
• • Keep security limitations in mind: Anything you post through a computer may be saved permanently, with or without your knowledge, and may be read by any one at anytime anywhere so be cautious & polite. Remember that deleted messages may not be deleted, so you have to go to deleted items and delete it again;
• • Be brief: Using many words is more likely to cause misunderstanding than using a few well-chosen words. People are less likely to read long messages;
• • Answer your email: if you are not available use the office auto responding. It is true that this option is less desirable than a true reply; bit it at least lets your sender know your emails address is valid;
• • Do not respond in anger: wait a few min. or hours;
• • Be careful with humour & sarcasm;
• • Attachments: don't open them unless you know the sender;
• • Ask before you send an attachment;
• • Don't rely on emails: e-mails can be lost, follow ups can be done through the phone;
• • Don't use the email to terminate someone.