Checklist for a Professional E-Mail

Subject Line

-Summarize the central idea (Guffey, 2013, 2010). Keeping the message short and sweet ensures that it will keep the attention of the reader. Using abbreviations, such as FYI (for your information), can also help to keep a message short.

-Avoid one-word subject lines. One-word subject lines are ineffective when communicating with a colleague, a short phrase creates context for the recipient of the e-mail. 

Opening

-State the purpose for writing. Expand on the information from the subject line. Briefly explain what topics you will be touching on in your e-mail.

-Address questions. If you are sending a request e-mail, begin with the most important question and ensure you use courteous and polite wording. If you are responding to a request, give the recipient the information they need in the opening and elaborate in the body of the e-mail.

Body

-Explain details. Display information logically and for more detailed topics, organize information in separate coherent paragraphs.

-Enhance readability. Use short sentences, paragraphs, and similar construction for similar ideas.

-Be organized. Utilise bulleted or numbered lists, columns, tables, or other graphs to improve readability and highlight important points.

Closing

-Request action. State what you want the recipient to do if appropriate. Include a deadline with reasons if possible.

-Provide a positive statement or a closing thought (Guffey, 2013, 2010). When communicating within or outside of the company, always include a positive statement especially when improvement or criticism is required.  

-End with polite departing words. Make a good lasting impression with words of endearment, thank them for their time or wish them well. 

References

Guffey, M. E. (2013, 2010). Checklist. In M. E. Guffey, Business Communication: Process and Product, Fourth Brief Canadian Edition (p. 153). Toronto: Nelson Education Ltd. .