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Emails are basically a paper trail and permanent records whether you deleter them or not. Remember in 2006 when CNN reported a Police Chief resigning after writing an email using the term "Jelly Belly" for his officers to get in shape? I tend to agree with his point of view and I do not really believe that his email was unprofessional. However, others criticized his email claiming it was unprofessional, and it eventually led to the loss of his job.

This is an example of how an email can be deemed professional or unprofessional by the simple act of human interpretation. Therefore, there are dos and don'ts to writing professional emails:

D0s:

A) Address others as you would in person. Mr., Mrs., Doctor. etc.

B) Do follow proper grammar and punctuation similar to a professional document or letter.

C) Be concise with the point and purpose of your email.

D) Do sleep on it if you are sending any type of professional email that is expressing your personal opinion or thought. Once you hit the send button, there is no taking it back.

DON'Ts

A) Don't use email shorthand in a professional email. You are not sending an IM to a friend or relative!

B) Do not attach email characters to a professional email. (Smiley face, sad face, etc.)

C) Do not write anything that you would regret as soon as you press the "Send" button

D) Do not "CC" additional addresses that have absolutely no business with reading your email. Especially do not CC a superior to seem above a coworker by letting them in on an email that your peer may not want their boss to see.

These are a few Dos and Don'ts to follow when constructing a professional email. Just because you delete a sent email does not completely erase it out of a system. Computer records are kept permanently on a computer hard drive through deletion Keep that in mind when writing your next email and treat others like you would want to be treated.

Learn more about this author, Jamie Bessett.
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