I’ve recently been reviewing my Western Field Guide to Business Email Messages. The following problematic emails have been spotted flying in my Inbox. Take care that your email messages don’t look like one of these.

Gray Low-writer (micrononpunctuous) – These email messages demonstrate the author apparently had the SHIFT key and all punctuation-related keys removed from the computer keyboard. These emails need to be carefully deciphered like ancient Greek manuscripts.

Crested Bigandempty (megacapitalatus) – These messages have an author who typed in ALL CAPITAL LETTERS. Striving for emphasis is undermined by the equally-sized letters; all words become of little importance.

Northern Shortword(abbreviatamae) – These emails are written by one who significantly shortened the content using acronyms and abbreviations that AFAIK s/b understood—IMHO.

Red-Eared Drawnout (rambleonandon) – These messages apparently have no beginning, no middle, and no end. Typically, multiple readings are required to understand the writer’s intent.

Before your email messages fly from your Outbox, remember the power of an email. Whether you function as a manager, receptionist, or CEO, each email is an opportunity. You have the ability to rightly-represent your company and occupation to fellow employees, existing clients, and potential customers. Using the acronym of EMAILS, here are some tips on composing effective email messages.

Expectation – Before composing an email, first determine the expected response to the message. Should recipients reply with one or more answers, or is your email message purely informational? The desired outcome will aid in determining if email is the most appropriate vehicle of communication.

Method – As you are composing an email, consider: is this the most efficient and helpful way to communicate the information? Many emails would be better left to a phone call or conference call where multiple topics can be addressed and decisions can be reached more efficiently.

Audience– Consider to whom you are writing. Your message may be sent to someone who is daily deluged with email messages and may not attend to your message for hours or days to come. Email messages can also be conveniently forwarded to individuals you hadn’t intended on being recipients.

Isolate – If your email addresses several topics, clearly delineate these concepts within the email message. Use basic layout conventions such as paragraphs, bullet points, and numbering. Consider removing topics to another email or phone call. Your email may be the start of a chain of emails; you don’t want a topic to be overlooked.

Listen – Be sure the tone of your message doesn’t undermine the message itself. With written communication, the nuances of vocal inflection and body language are lacking. It is prudent to slowly read back your message in its entirety prior to distribution. A one-word reply of “No” in an email may be efficient, but it could be misinterpreted as unkindness or impatience.

Structure – Israel’s King Solomon warned that “dead flies make a perfumer’s oil stink.” Spelling, punctuation, and grammatical errors stain the structure of a professional message. Spelling and syntax checkers can help avoid some errors. Give some email messages the same consideration you would a business letter—have it proofread before distribution.

Your email communication should reflect the professionalism of your business. You want your messages to be identified in the field guide—but as something like a “Western Golden Wordsmith” (commerceexcellentus).

Tom Urbanowicz is the owner of DataDesignIT, helping businesses operate efficiently and communicate effectively. Tom can be reached at tom@datadesignit.com or at 530.513.1691.