1. Spell Check. Most e-mail programs today have built-in spell check. SPELL CHECK. Making a simple spelling error makes you look stupid. Outlook can be configured to spell check automatically under advanced options.

2. Proof Read. Read what you are about to send, making sure you said what you INTENDED to say. Look for areas of your e-mail that could be misinterpreted. “One-liners” should get a “once-over”, but longer e-mails should be read 2 to 3 times to make sure you’re not making an a$$ out of yourself.

3. Attach files. How many times have you fired off an e-mail without attachments? It happens to all of us. Sending it to your boss’s boss can make you look incompetent.

4. Attach THE RIGHT files. See #2 — Don’t send “Customer A” a document for “Customer B” or vice-versa. Don’t send employee reviews to the wrong employee.

5. Review the thread. In long-threaded e-mails, sometimes there can be something buried two or three replies ago, that could be derogatory or condescending, or something brief that could be misinterpreted as harsh. Best policy: Trim off what is not needed. In long-threaded e-mails, scan for areas where people are mentioned by name, or deficiencies are called out by name or instance.

6. Check your signature. If you use an automated signature, make sure the job title, company, and contact information are correct, and that you are using the correct formality – informal for “one-liners” and to those that know you, and formal for those that don’t know you or don’t interact with you frequently. Don’t send “one-liners” to people who don’t know you.

DO THESE THINGS EVERY TIME YOU SEND AN E-MAIL.

Do not send in haste…. take a few seconds to review your thoughts before you send them out. Eventually, taking a quick second look becomes a good habit, and takes little time or effort.