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By getting to the point and clearly identifying your purpose, you present a professional image that will be taken seriously by the reader. This also increases the likelihood your email will be read and responded to promptly, as people put off dealing with overly wordy responses. After identifying yourself and your company, your next sentence should explain the email's purpose. It's best to state your case within two sentences. Be positive. Even if you're writing to address a complaint or concern, be courteous and respectful throughout the email. Do not bad mouth bosses, other companies, or employees as this reflects poorly on you. While in cover letters, it's standard to include some basic background information about yourself if you're emailing on behalf of a company leave that information out. Simply state your name and your position in the company before moving on to the email's purpose. A business email should be as easy to read as possible. This means using clear language that is easy to understand. Choose the active voice over the passive voice. For example, do not say, "A memo was sent to you by my boss, James Peterson." Instead say, "My boss, James Peterson, sent you a memo." Avoid jargon and technical terms, even if such terms are used heavily in your company. Opt for simple English and common phrases. Use short sentences. Eliminate conjunctions when possible and break up long sentences. For example, "We did not hear back from you in regards to the memo and wanted to follow up to make sure you understood the information." This would be better stated as, "We did not hear back from you in regards to the memo. We wanted to follow to make sure you understood the information." Use proper grammar, spelling, and punctuation. Spell check and proofread all emails before hitting the send button. There are certain rules of etiquette in regards to what should be transmitted via email. Understand what to avoid sending before contacting someone. Attachments are okay if you're emailing regarding information that was specifically requested, but do not send attachments to strangers without prompting. Avoid overly large attachments and files. In the event sending such information is necessary, send an email beforehand giving the recipient a head's up. Do not use an overly long signature. Ideally, your signature should only include your name, mailing address, email address, and phone number. If you want, it's also appropriate to include your job title. Do not include graphics or backgrounds. They tend to clog up email memory and come off as unprofessional in a business setting.
Keep it short and to the point. Use simple, direct prose. Know what to avoid sending.