As a self-employed writing instructor, I recently researched an individual policy for health insurance. But when I received this e-mail response from the representative, it led me to think more about her needs for my services, than mine for hers.

		Write us To submit a letter or an essay for consideration for The Private Sector, please send it via e-mail to Business@Post-gazette.com or via regular mail to Post-Gazette Business Section, Private Sector, 34 Blvd. of the Allies, Pittsburgh, Pa. 15222. Please include your telephone number, municipality and return address for verification.

"There is no administrative fees. If you are interested in having dental. My reference company to call would be 1-800-555-XXXX."

Now I know that e-mail is casual, and that most writers couldn't name the grammatical rule being violated here, but would you trust this person to correctly process your insurance claims? To me, sloppy communication is like sloppy grooming. If you can't manage to comb your hair, what other tasks can't I trust you with?

With our increased reliance on text messages -- we sent more than 31 billion e-mails a day worldwide last year -- leaving written messages is a far more common business practice than face-to-face conversations. But we are operating without the immediate feedback that in-person discussions allow. And without seeing that perplexed expression of total confusion, how do we know that the message hasn't gotten through?

Vague, poorly written e-mails, like the one above, are roadblocks on the highway of communications. The PennDOT of productivity, they slow the flow of information, requiring your correspondent to detour with questions, puzzle over your intent, or go ahead and do the wrong thing.

Even a simple misspelling can leave a recipient confused, as in: Please make sure John lives the report to Nancy so she can resent it.

Should John leave the report, or give it to Nancy, and though she might resent it, should she present it or resend it?

With so much of our communications relying on written messages, we can't afford the sloppy writing that results in missed appointments and wasted time, not to mention the undecipherable proposal that loses a sale or contract.

On the other hand, good writing -- powerful, clear, dynamic writing -- can convince, persuade and encourage. Powerful prose is profitable prose.

Here are six ways to easily improve your business writing and e-mail messaging. Encourage your office to adopt them as a your e-mail commandments.

1. Don't press "send." It's just too easy to press that send button. Take time to re-read your memo and see what you've said. Is your message clearly stated? Do you indicate exactly what action is needed and who is to do it? Be sure you've outlined the benefits of this action for your readers. Don't forget to give them contact information to get in touch with you and ask questions. They may not remember who snooky2@pku is.

2. Find an editor. For important or complicated proposals, get another point of view. Ask a co-worker to read your report. No journalist edits his or her own work, and an extra set of eyes will notice inconsistencies and mistakes. If your intended audience isn't within your own industry, have a layperson -- a friend or family member -- read it over to see if it can be clearly understood by an outsider.

3. Proof, proof, proof. Would you leave the house without a glance in the mirror to check your hairstyle? Of course not. Then why do you send your writing off without careful grooming?

Reread your memo, looking for the spelling mistakes that spell-checker doesn't catch, as well as the missing words. Assume the errors are there and find them. If you think you don't have time to proof every e-mail, consider how long it will take you to send a correction. And how about the time to mollify a client who is confused and insulted by your bad writing?

4. Check the facts. How many times have you had to call for confirmation when a meeting date didn't match the day of the week? Or a.m. should have been p.m.? Always double-check dates, times and addresses. Are they consistent throughout the memo? If you've listed an upcoming meeting as Oct. 9, 2008, someone will certainly reply-to-all that it should be 2003, making you look foolish to every recipient.

5. Avoid e-mail land mines. When using e-mail, always attach the attachment. One trick is to attach it first, before drafting the text of the note. You'll be less likely to forget it.

Use "reply" and "reply all" with caution. Are you writing back to the person you think you are? Does the previous message (or the 14 exchanges attached to it) include inappropriate information? It may be best to start fresh.

6. Smile when you say that. Though you may be best buddies with your correspondent, be very careful with humor in e-mail. Sarcasm and irony come across clearly in face-to-face communications but rarely translate through e-mail. And if the message is too sensitive to post on the bulletin board, don't put it in e-mail. Somehow it will be seen by the wrong people and forwarded throughout the firm. Talk to the employee in person.

Good writing is too important to be left behind in sixth-grade English grammar class. Use it wisely and it will become a powerful ally in your business dealings, your personal life and your professional development.