EFFECTIVE E-MAIL TIPS FOR
HIGH SCHOOL STUDENTS
E-mail is fast becoming an accepted means of communication both for the casual user and the professional. As a high school student, many of the following tips apply or will soon apply to you.
1.
Use
subject lines
a. Always use a subject line; it helps people to focus on your message
b. Keep subject lines short; don’t use complete sentences
c. Subject line should give a clue as to the context of your message
2.
Avoid
formatted text
a. Avoid the use of italics, bold, and color changes
b. Some e-mail software may display these as different, unrelated characters making the e-mail difficult to read
c. Use other options to create emphasis
3.
Be
careful keying URLs
a. Some software does not recognize a URL that begins with WWW
b. Always type the complete URL beginning with the http://
c. Don’t put a period at the end of a URL as some software may read it as part of the web address
d. Best to place the URL on a line by itself
4.
Keep
paragraphs short
a. It is difficult to read long paragraphs on the computer, even with scroll bars
b. Break long amounts of text into smaller paragraphs of a few sentences each
5.
Keep
your e-mail short
a. E-mail is meant to be a brief form of communication
b. Too much text turns the reader off; they may delete your e-mail without reading all of it
c. If the reader needs or wants more information, he/she will ask for it
6.
Think
about how your express emotion
a. Mild emphasis can be expressed with quotation marks
b. Strong emphasis can be expressed with some capital letters and exclamation points
c. Be careful with the written word; people may interpret your message differently than you intended
d. Never use all capital letters—it gives the impression of shouting
7.
Use
gestures to help express emotion
a. Facial gestures (emoticons) can be made with certain keystrokes
b. Use prepared smileys—there are directories available
8.
Consider
the image you want to send
a. Grammar and spelling do make an impression (both good and bad)
b. Proper context is more important—make sure your message is clear
c. The name in your e-mail address will make an impression as to how professional you appear (ex. Barbara @ vs. Barbiedoll @)
d. Having an e-mail without numbers will make you appear more computer knowledgeable
9.
Be cautious when using salutations
a. Don’t use a title for a person unless you are sure you are using the correct one
b. Respond using the same name that was sent to you (ex. using Sue for Susan may anger Susan)
c. If the e-mail is informal, it is usually okay to use a person’s first name
d. Don’t use Good Morning/Afternoon—you don’t know the time of day the person may open their mail
10. Signature lines
a. Good way to give your name and an alternate way of reaching you
b. Don’t use in-house—everyone knows your title and how to reach you
c. Make sure to update if your status/title changes—you will look unprofessional if you don’t