Although you can try to re-call an e-mail, it’s better to use discretion in the beginning, according to Will Schwalbe, co-author of Send, a guide to e-mail etiquette. Always be polite, too, but I am sure you already knew that. Here Schwalbe’s checklist of things to consider before you send:

  • Is the e-mail simple? If not, it could create confusion and waste time. Edit words and sentences until the message is as tight and as pared-down as you can make it without losing its meaning.
  • Is it effective? Correspondence particularly for business, has to be right the first time, as you may not have another chance to connect with the recipient.
  • Is you e-mail necessary? We all spend too much time asking others to do things that are essentially frivolous. Ask yourself what would happen if you didn’t send the e-mail. If the answer is “nothing much,” then delete it.
  • Do you want something done? If your e-mail requires action, make sure you follow it up. And don’t fall into the trap of forwarding something just to pass the buck Ask yourself if you are moving things forward or just moving them off your own dekstop.

Dos and Don’ts

Don’t use CAPITAL LETTERS - it’s the equivalent of shouting.

Don’t send emotionally charged messages. If you wouldn’t say it to the recipient’s face, don’t send it.

Don’t e-mail confidential material. It could end up in the wrong hands. Send a letter instead.

Do be specific in the subject line. Your message could get deleted if it looks like spam.

Do answer at the top, not the bottom, of an e-mail. It’s annoying having to scroll down the bottom to read a response.

Do stick with black font, no larger than 12 points in size. This is the easiest type to read.