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To Whom It May Concern - The Do's and Don'ts of Professional Email ....

Sending email is so easy - click a few clicks, type a few words and hit SEND. Done. Because it's so easy, we send more 'letters' than ever before, and somewhere along the way we have forgotten how to write and deliver professional communications.

Presenting a professional front in our email is just as important as it was when we were sending 'snail-mail'. Here are some do's and don'ts for sending a professional email:

Do format the email like a letter.

Your name and the recipient's name will be in the email header, but include a "Dear so-and-so" and a "Sincerely, so-and-so". Be sure to enter an accurate summary of the text in the Subject field. Don't forget to organize the text into proper sentences and paragraphs. Be sure to include additional contact information (phone number or street address) especially if you are asking the reader to contact you.

Do follow forwarding and copying protocols.

There are certain rules for who receives copies of mail, whether it's hardcopy or e-copy. Even if it is easier to 'blind copy' or blanket copy an email than it was when we were using typewriters and Xerox machines, resist the temptation to "spam". Make sure everyone knows who is getting copies of what, and don't forward messages that shouldn't be passed along to others.

Do double-check your work.

In the olden days, it was responsibility of the secretary to ensure the spelling (and grammar) were correct, now it's your job. Make use of the spell checker and the grammar checker. Keep in mind that automatic spelling and grammar checkers can only do so much - you still need to proofread your email before it's sent. Even if you've only written a quick memo, read what you have written, don't just assume you got it right the first time.

If you aren't confident checking your own writing, here are a few tips: 1) Let the material 'rest', and look at it with new eyes after at least 30 minutes, a day is better. 2) Read it aloud, which will slow you down and make you really LOOK at what you have written. 3) Print the message out and proofread the hardcopy. 4) If you've made a large number of changes, start all over again.

Do keep a copy (hardcopy if necessary).

Most email systems allow you to automatically send yourself a copy of every email you send - make sure this feature is turned on. If the material is critical and/or your email server or your PC is a bit flaky, print a copy and file it safely. Whether on the server

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