E-mail is considered an official form of communication and documentation for many businesses, colleges, and other industries. With this shift to formalizing online communication should come all the typical standards for correct grammar, punctuation and tone when sending messages back and forth. Unfortunately, many Americans have chosen to ignore those rules in favor of awkward, unclear abbreviations, poor — if any — punctuation, bad grammar, incorrect word usage, an absence of punctuation, and informal communication. Texting and social media sites encourage shortcuts, but official e-mails should not be regarded the same way. Here are some of the most common e-mail grammar mistakes and how you can fix them so that your e-mails always send the right message.

• Run-on sentences: It’s easy to think of writing an e-mail the same way you’d start a conversation with a friend, but the rhythm and tone isn’t the same. Writing an e-mail is the same as writing an actual letter: the only difference is that you’re typing it and sending it over the web. Give your e-mails more structure by using a salutation, separating the body into logical paragraphs, and adding a signature. Re-read your e-mail to make sure your sentences flow nicely and use the correct punctuation so that they haven’t become run-ons. Don’t write as if you were speaking: write an e-mail as if you were writing a regular business letter.

• Confusing subject lines: A rambling, cluttered subject line looks like spam, even if it’s sent from a familiar address. Create a headline-like subject line that sums up the most important message in the e-mail, like “Need feedback by Friday” or “3 Rooms Booked at Hotel in Austin” for your e-mails so that they stand out and look professional.

• Being inconsistent: A common mistake that e-mail writers make is not being consistent with their style. If you choose to write out certain words, commit to writing out “two” or “because” all the way through instead of using “2” or “b/c” later in the message. Mixing abbreviations and numbers with regularly spelled-out words conveys a confusing, chaotic message.

• Using uncommon, made-up abbreviations: If your e-mail is more like a memo, you can use abbreviations. Just make sure that you’re using the correct form of widely used abbreviations — like Assn. for Association or Dept. for Department — and not the ones you made up or use in texts.

• Not reading over the e-mail: As with all business or official communiques, you should proofread your e-mails. Take 10-20 seconds to make sure that your e-mail flows well, conveys the message you’re intending, and reflects the appropriate tone of the message. Correct any grammar, spelling or punctuation mistakes, or the person to whom you’re sending the e-mail may think you’re lazy, unprofessional, and not worth their time.

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This guest post is contributed by Jessica Cortez, who writes on the topics of online degree programs.  She welcomes your comments at her email Id: cortez.jessi23@gmail.com.