You know the ones: e-mails that are riddled with spelling and punctuation errors; writing styles that seem to be an outpouring of random thoughts; or requests for action that are vague or difficult to interpret.

Here are some rules for writing e-mails to expand your sphere of influence:

To ensure the receiver actually opens your e-mail, hook the reader with the subject line. If you have a deadline, place it here, as well as in the body.

Start your message with the person's name. (Never use Dear in an e-mail.) If you are writing to a number of people, begin with an informal word such as, greetings or team.

Your first paragraph should tell the reader why he should read your message. The following paragraphs provide necessary details; the final paragraph states the action required. Never write in a chronological fashion. Today's readers don't have time for once-upon-a-time writing.

E-mails were designed for quick messages requiring quick responses. Most people dislike e-mails that go beyond three screen scrolls. Keep paragraphs under five lines long and use numbered lists whenever possible.

Before hitting the send key, check your e-mail for spelling and grammar errors. People won't tell you about it, but they'll certainly remember you if your e-mails don't project a professional image.

E-mails can come across as abrupt and demanding. Remember the words of courtesy, please and thank you; explain why you need an action taken.
Original: I need the figures by Friday. Revised: Please e-mail me the figures by Friday so I can complete the ABC proposal.