Sender Beware

Ten ways to avoid embarrassment and indictment due to e-mail:

Cool down

Most e-mail programs have a "draft file" where you can set aside messages for review later. Try it, particularly with heated exchanges.

Talk to yourself

Read your e-mail aloud. Imagine how it will sound to your recipient.

Hand it over

Let someone else read, and perhaps edit, your e-mail before you send it.

Take the front page test

E-mail travels fast. If you wouldn't be comfortable reading your words on the front page of a newspaper, then don't write them down.

Don't make it personal

Avoid inspirational quotations in your e-mails. They can offend recipients.

First things last

Fill in the "To:" field after you've written your message. This will keep you from accidentally-or intentionally-sending a message before its time.

Be happy

Don't send bad news via e-mail. E-mail makes bad news seem worse.

Know when to quit

If an issue occupies more than three e-mails, then hold a conference call or a meeting with the people involved.

Avoid replies to all

Use this feature judiciously. You might set off a storm of rants, or needlessly clog your inbox.

Get up and talk

Use e-mail for basic needs, such as exchanging information about a meeting or phone call, or sending documents. Talk to people for everything else.