Through the decades the way we communicate in business has changed considerably. From the time of the pony express in 1860 to our present day in age, e-mail. We now can instantly deliver an electronic message to anywhere, with just a click of a button.

    With speed and convenience we can spread the word easily. So rapidly in fact that we can easily over look some major guidelines to sending an effective email. Just because electronic messaging gives us the advantage of rapidly composing, speedy delivery and way of quick feedback we often forget some special points.

    So what is the proper way to compose an email on might ask? Well first off a main point some often over look is the proper use of a subject line. (I find myself making this same mistake.) When filling in the subject line you have around 25 character spaces to get someone’s attention. The best way to do this is to use capitals for the main point of the message, than followed by a short description of the nature of the main point. For example “meeting tomorrow” versus “DECISION NEEDED: We are choosing new product line today.” (Brogan, 2008)

    Okay now you have your attention line which will guarantee more than a glance, what about the meat of the message? Well first are you responding or will this email be an introduction? If you are providing feedback to a prior email, respond as soon as possible. Even if you can’t give the sender an answer right away, you can at least let them know that there email was received and is being reviewed. Often when you reply less then 24hrs since the message was sent out people will be a little more patient for the actual response knowing you received it and gave them the courtesy of letting them know you have. (Email etiquette, 2001-2008)

    For an introduction message or one that would require a response, you should get to the point. People are generally very busy and will normally scan through the message. With this in mind, don’t use fancy text, skip two lines when making a new paragraph, and deliver your points swiftly and grammatically correct, not forgetting to properly introduce who you are and why you are sending the email in the first place. Know your audience as you would when writing a letter. Remember this could be your one and only chance to get your message across, so be clear and accurate; proofread, use spell check than proofread again. (Bauer & Jerz, 2000)

    Lastly, end your email with a professional signature line; who you are, your title and contact information. Also remember to always be aware that when an email is sent through a server it most likely will be archived on the main server. Meaning when you send an email review your message thoroughly; if my corporation or any other outside agency would see this email could it be used against me in an investigation? (Brogan, 2008) Remember to always be professional and be clear so the reader can properly understand and be able to respond, just the same.

    多年來，我們商務交流的方式已有了極大改變，從1860年通過馬匹傳遞信息的年代到如今的電郵。現(xiàn)在只需點擊一下，我們就能即時把電子信息傳到任何地方。

    我們能夠快速便捷的傳遞信息，也由此很容易忽視發(fā)送有效電郵的注意事項。因為電子信息讓我們能夠迅速書寫、快速發(fā)送和即時回執(zhí)，我們也會經(jīng)常忘記一些關鍵點。

    那么，有人可能會問，怎樣才能恰當?shù)臅鴮戨娻]呢？首先，很多人容易忽視的關鍵是主題的正確書寫（我自己都犯這個錯誤）。在主題欄，你可以填寫大約25個字符的空格以吸引他人的注意。最好在關鍵的地方用大寫表示，接著簡短描述主要內(nèi)容。例如，“明天的會議”與“待定：我們今天選擇新生產(chǎn)線。”(Brogan, 2008)

    現(xiàn)在有了主題，將確保收件人重視此郵件。郵件的正文呢？首先你是回信還是寫信？如果是回信，就得越快越好。即使你不能立刻答復發(fā)件人，你至少讓他們知道你已收到并閱讀了郵件。通常情況下，如果在郵件發(fā)出后的24小時內(nèi)回復，發(fā)件人知道你已收到郵件，也很注意禮節(jié)，就會更耐心的等待答復。(Email etiquette, 2001-2008)

    如果是寫信或需要回復，你應直擊要點。商務人士一般很忙，通常只是粗略看一下郵件。考慮到這一點，不要使用修飾文段，重起段落時空兩行，快速準確的傳達要點。當然不要忘記首先恰當介紹你自己，注明寫信目的，了解寫信對象。記住這可能是你傳達信息的唯一機會，所以要清晰明確；通過拼寫檢查校對。(Bauer & Jerz, 2000)

    最后是專業(yè)的結束語，寫明你的姓名、職務和聯(lián)系方式。同時始終記住你的郵件是通過服務器發(fā)送的，很有可能存入主服務器。意味著發(fā)郵件時要仔細檢查，如果我的公司或其他外部機構看到此郵件，會不會用來調(diào)查我？(Brogan, 2008) 請記住，始終做到專業(yè)明確，收件人才能正確理解，及時準確的回復。