As working in a corporate environment, we spend more into communicating the task rather actually involving into the task. Communication in various forms does really forms a layer between us and the outside world. This deadly layer can either be a boon or a bane sometimes like a double edged knife depends on how we are actually trained to utilize it.

In our corporate world we could quote a numerous examples reaching the top of the ladder mainly due to sound communication techniques. Our first and most vital step is to mould ourselves in communicating through e-mails to he outer world.

What I personally feel is e-mails are not an effective tool to share confidential stuffs, discuss or explain complex/lengthy stuffs which outside world may feel it as time consuming or rather just ignore, wherein just a local/overseas wire call could save million of trees thereby indirectly contributing to the benefit of the environment too.

But what I got through training and daily actions I could see the below bulletins could guide you through a level 0 or part 1 of e-mail communication:

General Guidelines in email communication – Part 1 

• If you add someone’s name to the TO line of the email, you are expecting them to take some action. (felt of starting rite from the top of an sending mail) 
• If more then one name appears on the TO line, then the sender should indicate clearly what action they are expecting each person to take. 
• If your name is on the CC line of the email, you are receiving this email as “information only”. The sender does not expect you to take any action. 
• Keep emails short and to the point.  Clearly spell out what action(s) you are expecting of the recipient(s).  
• Make the email title descriptive….”meeting to discuss business plan alternatives” vs. “meeting”. 
• If the topic of the email is complex, requires several paragraphs to introduce, and additional paragraphs to completely explain; send the email and request a follow up meeting to discuss, or attach the information to a meeting request. Ask everyone to review before the meeting, and come prepared to discuss. 
• Consider sending an email with the topic you want to discuss, and request the recipient to call you at specific times you suggest or at their convenience to discuss….this is very effective for new concepts or items that may be somewhat controversial. 
• Use the option “Request Read Receipt” judiciously. If you really need to know when each one of your emails has been read. 
• Use acronyms sparingly. not everyone knows them, and your email may be forwarded to someone who doesn’t know them...they really don’t save that much time. 
• If you are planning on forwarding an email, and you aren’t positive that the original sender of the email would want the item forwarded, ask permission to forward before forwarding the email. 
• Take the time to proof read your message and use spell check. 
• If the email is being distributed to a wide audience consider having someone else reading a draft of your email…ask them if they understand your message. 
• Use “Reply All” judiciously…
• Does everyone on the TO line of the email need to know your response or action you are taking?
• If you have a clarifying question, does everyone on the TO line of the email need to know your question…maybe just the sender needs to see the email question?
• Do any of the individuals on the CC line need to know what action you are taking…remember the sender only copied them as “information only” recipients? This probably means they will not need to know all of the details. 
• Avoid “me too” comments….there is not enough content and it just annoys those receiving the email. 
• Do not introduce a new topic in your reply.  If you have a new topic, send out a new email with a distinct descriptive message title.
• Type your response and then re-read it before sending….make sure it is clear and concise so the recipients will have no doubt what you are saying.  If you can’t make it clear and concise, it probably means email isn’t the preferred method of communication… pick up the phone and call the sender. 
• Use good structure & layout. Reading from a computer screen is different than reading from paper. Keep your paragraphs short and place blank lines between each paragraph. This allows your reader to scan your message quickly.
• Do not capitalize whole words that are not titles. Capitalizing is generally interpreted as SHOUTING to your reader.
• Avoid overuse of the "highest priority" option.
• Place a table of contents at the top of your message if you have several detailed pieces of information to convey. Documents should be placed in an attachment.
• Use an *asterisk* around a word to emphasize a point. 
• Get your most important points across quickly! Place your most important information in the first paragraph. Put supporting details in subsequent paragraphs. Readers will often scan the first paragraph and make a judgment about the entire message based upon those first few lines.
• Create single subject messages whenever possible.
   Limit sentence length to 20 words or two lines. 
• Use bullets or numbers and short paragraphs whenever possible. The more succinct your message is, the more likely your email will be read, understood and acted upon. 
• Use "active" rather than "passive" voice when possible. 
• Avoid misinterpretation of dates by spelling out the month. Example: 24 Jun 01 or Jun 24 01. 

Where not to use e-mails:

Do not use email to broadcast confidential matters or discussions with third parties.

Communicate complaints or dissatisfaction directly to the individual. Refrain from sending complaints about individuals to third parties via email. Give an individual the courtesy of a phone call or face-to-face conversation. This opportunity to clear up a misunderstanding is very important in promoting 2-way communication.

Communicate highly complex information through other means. A telephone call, or face-to-face conversation may reduce any misunderstandings.

Negotiations usually need back and forth communication. If you find yourself responding more than three times on the same topic, choose an alternate form of communication…. please pick up the phone and call the person.