Email has revolutionized the way we communicate - how we share ideas, give advice and instructions and inform others of news and latest happenings.

Email combines the speed and efficiency of the telephone with the written word.  But unlike the telephone, email allows users to transfer files and documents. Sending an email is more efficient, faster and cheaper than writing and sending a normal physical letter.

Email can be sent to more than one person at a time. Email overcomes barriers of time and place. You can respond to email messages whenever you choose -day or night.

Email can reduce time spent in meetings by briefing participants on pertinent issues before the meeting. In some cases, it can even eliminate the need of the meeting altogether.

A relatively new form of communication, email has only seen widespread use in Singapore and other cities during the last decade or so. In Singapore, greater computer access has led to the widespread use of email during this period.

The 2008 annual survey on household computer usage conducted by IDA (Infocomm Development Authority of Singapore) shows that 80 per cent of Singapore households have computer access in 2008, up from 74 per cent in 2004.

But unfortunately, the sheer ease and speed in which email allows us to reach out to someone has somewhat desensitized the personal touch which the postal letter conveys. I recall that back in school, we all learned the art of writing neat, well-crafted letters.

But in our present high-tech age of electronic communication, we tend to ignore the niceties of proper greetings, proper spelling, tenses and punctuation in our hurry to hit the send button in our PC and laptops.

This has resulted in some email messages being casual, slipshod and somewhat short of courtesy, particularly in informal, personal messages.

Since email communication is relatively new, not many people in Singapore and elsewhere are aware of  proper conventions and  email etiquette, which is part of what is known "network etiquette".

Does your email communication style mirror our character and personality? Lydia Ramsey, US corporate trainer and consultant on business email etiquette has this to say: "Your email is part of your professional image as the clothes you wear, the postal letters you write (assuming you still do), the greetings of your voice mail and the handshake you offer. If you want to impress on every front, and build positive business relationships, pay attention to your email and stay clear of email mistakes.''

For companies, proper email communication may even shield them from law suits, Nancy Flynn, US litigation consultant in law suits with email/internet component, observes: "It is amazing to find that in this day and age, some companies have still not realized how important their email communication is.

"Many companies send their email replies late or not at all, or send replies that do not actually answer the questions you asked.. If your company is able to deal professionally with email, this will provide your company with that all important edge.

"By requiring employees to use appropriate, businesslike language in all electronic communications, employers can limit their liability risks and improve the overall effectiveness of the organization's email and internet copy in the process."

The basic rule of etiquette, including email etiquette, is to show consideration to the other party. Business communication, as etiquette experts point out, requires proper use of written language. The basics of good writing should remain, especially for formal or business correspondence. In such instances, try to use  the correct form of address and sign-off such as "Dear Mr Lim" and "Regards" or  "Yours sincerely' where appropriate.  Avoid using all UPPER CASE Letters as they are considered rude and "shouting.''

Microsoft Outlook has offered some tips on email etiquette, also known as email protocol. Among them are:

• Keep message brief and to the point. Just because your writing is grammatically correct does not mean it has to be long. Concentrate on one subject per message whenever possible.
• Don't use email as an excuse to avoid personal contact. Don't forget the value of face-to-face communication. Email communication is not appropriate when sending confusing or emotional messages. Don't use email to avoid an uncomfortable situation or to cover up a mistake.
• Remember that email is not private. Email is considered company property and can be retrieved, examined and used in a law court. Never include points and remarks in an email message you would avoid putting in on a postcard.
• Be sparing with group email. Send group email only when it is useful to every recipient.
• Do not send chain letters, virus warnings or junk mail, direct personal email to your home email account.
• Summarise long discussions.  If you are forwarding or reposting a message, avoid changing the wording of sentences.

Apart from these etiquette guidelines by Microsoft Outlook, there are other important rules to bear in mind. Alex Reid, director of Oxford University Computer Centre, has put out a document on email etiquette.  Among his etiquette pointers, reproduced by the London School of Economics, are:

• Check your mail regularly. Ignoring a mail message is discourteous and confusing to the sender.
• Always reply, even if a brief acknowledgement is all you can manage. At times, email transmissions cast doubts on the minds of the sender who wonders whether his message has been received.
• Make sure the "subject" field of your email message is meaningful. Ensure the subject field accurately reflects the content of your message.
• Do not extract and use text from someone else's message without acknowledgement. This is plagiarism. You would not do this with conventional mail, so do not let the ease of being able to do it with email lead you into bad habits.
• Do not send frivolous, abusive or defamatory messages. Apart from being discourteous or offensive, this may break the law.

.All the above rules are laid down by the etiquette gurus. These guidelines apply particularly to formal, business email communication.  However, there is room for flexibility, creativity and a relaxed casual style when it comes to personal emails - emails to friends, relatives and even business associates who have become friends

In such cases, language used can be informal, abbreviated, humorous and even tongue- in-cheek. Apart from mere words, expressive symbols, such as J and L can used to reflect moods and feelings in communication among people of all ages and especially between close friends.

Finally a salient ground rule to bear in mind is email, as etiquette experts take pains to explain, has no body language. The reader cannot see your face or hear the tone of your voice. Email cannot convey the nuances of verbal communication.

Therefore, before sending your email, choose your words carefully to mirror your inner feelings and views. This will go a long away in fending off misunderstandings, bitterness and even quarrels between email senders and recipients.