Some emails get answered, some don't even make the 'To Do' list. There's no magic formula to ensure your emails get read, but there are a number of things you can do which will increase the probability. It centres around simple rules of courtesy and not wasting other people's time

1. Use specific subject lines
   Always include a subject line in your message. These allow the reader to prioritise, search, and file the message appropriately.

   The subject line is probably the most important criterion that determines if and when the recipient will read your message, so it is important to make it meaningful.

   For example, when sending a message about an upcoming meeting, the subject line ‘meeting’ is not nearly as effective as ‘Important Production Meeting Wed, 4 Jan, 1100.’ However, every meeting cannot be labelled ‘important’ or ‘mandatory’, or it loses its effect.

2. Keep messages precise and to the point
   Email messages should rarely be longer than one page. Put important information in the first paragraph so the reader can immediately determine its urgency and relevance. If you are asking a quick question, end the message after it is asked. Otherwise, format the message into easy-to-read sections using appropriate bullets and paragraph breaks. Keep to one subject. If you need to discuss another subject, it may be better to send a new message, so the recipient can file the message in the appropriate folder.

3. Do a spell check
   This is a must. Poor spelling detracts from the content of your message. Rather like talking to a priest with spinach in his teeth, it’s difficult for the reader to take what you have to say seriously. Most Windows-based email clients come with a spell-checker. If yours doesn’t, then compose the message in a word-processing program and then cut and paste it into your email after checking the spelling. In general, it never hurts to get a friend or colleague to cast a ‘fresh eye’ over your work before you send it out.

4. Do not overuse mail distribution lists
   Limit the use of distribution lists, as the information in your message may not be useful to everyone on them. In addition, before sending a message to a mail list, ask yourself if the message is necessary at all. Use caution when replying to distribution-list messages, ensuring that you reply only to the sender and not to the entire list, unless a reply to all is appropriate.

   Give your contact details

5. Include your name and telephone number in the message
   Always include your name and alternative contact information in your message. This allows people to call or fax you information more easily. In many systems, particularly where email passes through gateways, your signature may be the only identification method.

   Finally, try to keep your signature short – maximum seven lines. Unnecessarily long signatures waste bandwidth and can be annoying.

6. Keep messages in thread format
   Threads are a series of responses to an original message. Using threads keeps the original message and reply together and makes it easier for the participants to follow the chain of information that has been exchanged.

   When replying to messages, do a genuine reply, which will re-use the existing subject line. Do not send a new message with a new subject line, even if it reads something like ‘Reply to important question re missing insurance’.

7. Make it easy and simple for people to read and reply
   In some companies, over half the employees do not use Windows PCs. Trying to send them Word documents or PowerPoint presentations in the hope they will be impressed is unwise, to say the least. Use plain, unadorned text (no ‘richness’, no HTML, no nothing), when nothing else is called for.

   Instead of spending time and energy on producing brilliant colour schemes and award-winning layout, write some real quality content instead. That is what it’s all about, after all – there’s supposed to be a message in there.

   Check attachments

8. Make sure replies are in context.
   Don’t assume people will know what you’re talking about or are replying to, just because you include one or more previous emails on the subject.

   It may be very clear to you, but maintaining the conversational tone and smooth flow of email does require a bit of effort. Email bridges the gap between traditional written correspondence and oral communication, and therefore has its own set of rules and requirements, but it is definitely worth the investment to make proper use of it.

9. Check size of attached files
   General bandwidth issues aren’t what they used to be, but some bottlenecks still exist, in particular for people telecommuting or otherwise accessing their email over a slow connection.

   Hence, be careful with attached files, and don’t assume it’s OK to attach one or two megabytes of PowerPoint presentation or graphical images unless doing so clearly is on the agenda of everybody receiving your email.

   If in doubt, ask first, and offer to forward the attachments separately to interested parties. This applies even more when writing to mailing lists.

   Silence is golden
   It may sound obvious, but actually building a track record of not saying something unless it really needs to be said is probably one of the most useful tips.

   Avoid joining the ‘me too’ choir at all cost – that would guarantee that the people who count really would classify you as yet another bleating sheep. The more you say, and the more frequently you say it, the less likely it is anybody will pay attention.

Why not chat to other iVillagers on the Computer Ideas And Solutions message board. Take a look at some of the LIVE discussions taking place on the message board right now: