Rebecca Barbusca

SLM521SP03

3/24/03

E-Mail Elective

If you are like many sixth graders, you send e-mails every week, and probably each day! But are your e-mails really effective? Do they say exactly what you want them to say? Do they get the right idea across? Here are ten tips to improve your

e-mailing skills!

Tip #1 – Make your subject line meaningful!

The subject line is the first thing the person receiving your e-mail sees. What is in the subject line could make the reader open and read your e-mail immediately, save it to read later, or delete your message without even reading it! The subject line should give the reader a clue to what the e-mail is about. It should be brief, and doesn’t have to be in a complete sentence.

Tip #2 – Give your message proper context!

If you ever received an e-mail like this one:

“Yes, that will be fine!”

then you probably wondered, “WHAT will be fine?” If you are answering someone’s e-mail message, it’s a good idea to include the original message at the end of your e-mail. That way, the person will know exactly what you are talking about. Many e-mail managers automatically do this when you “reply” to someone’s e-mail.

Tip #3 – Be careful when including URLs in your message!

When including a URL (Uniform Resource Locator, or web address) in an e-mail, there are a couple of things to remember. First, include http:// at the front of the URL, since most software recognizes this instead of “www.” Secondly, be careful about punctuation – don’t put a URL at the end of a sentence and follow it by a period (your reader may think the period is part of the URL). Instead, put the URL on a line by itself, and don't include the ending punctuation mark. (Can you believe a teacher just said that?!) These two hints will make it easier for the reader to access the site.

Tip #4 – Keep it short!

Often busy people will not read an entire e-mail if it is long and rambling. Use short paragraphs of only a few sentences each, and try to limit your message to one page in length. Be brief and to the point, and your message will be quicker and easier to read!

Tip #5 – Use e-mail “tricks” to show emphasis!

In a conversation, you can tell how the other person feels by how they say things and how they look when they say them. Obviously, e-mails do not allow you to easily understand a person’s way of speaking, since you cannot see or hear the person sending the message. You can use e-mail “tricks” to stress words or phrases. To give something mild emphasis, enclose it in asterisks (I do *not* want you to go.) or capitalize the first letter of the stressed words (I do Not want you to go.) For stronger emphasis, use more capital letters and extra exclamation marks (I DO NOT want you to go!!!) Be careful, though, when using all capitals; it may give the impression that YOU ARE SHOUTING!

Tip #6 – Use e-mail “tricks” to show emotion!

It is very difficult to tell how someone feels in an e-mail since you cannot “read” the person’s body language. Was the sender smiling or frowning, are they angry or surprised? To convey your feelings in an e-mail, use the following “emoticons” (drawings of facial expressions using the computer keyboard – tilt your head to your left and look at them sideways and you should see little faces):

:-) is a smiley to show you are happy

;-) is a wink-smile, to show you are teasing or trying to be funny

:-( is an unhappy face, showing that you are sad

:-0 shows astonishment or surprise

>:-< lets the reader know you are angry or unhappy

%>p means that you are feeling ill

But… be careful using these emoticons. Know your audience - will your reader know what they mean?

Tip #7 – Use creative spelling and punctuation to make meaning clearer!

Creative spelling is useful to show pauses in speech (Weeellllll… I *think* I told her!) Use creative punctuation to clarify meaning as well. Used alone, a question mark can mean confusion or say “huh?” in shorthand and an exclamation mark can mean amazement. Used together, the two marks can convey shock or astonishment (?!?! You gave my private letter to Jason??)

Tip #8 – Know your audience!

Just like you do when writing a composition in English, be aware of who your reader is. An e-mail to a friend will probably be very informal, and you shouldn’t worry about correct spelling, grammar, and punctuation rules. However, a little more care should be taken when e-mailing a teacher (like me!) or other adult. You may want to use a grammar- or spell-check program if available, or at least re-read and proofread the message before clicking the “send” button! Be VERY careful when sending an e-mail to a company or business. Remember that readers who do not know you will make assumptions about you and your character by how you present yourself through your e-mail message. If your writing is filled with errors in grammar and spelling, they may not take you seriously and could possibly ignore your message or request!

Tip #9 – Tell who you are!

When sending an e-mail to someone you do not know (like a business or company), begin your message with information to let the reader know who you are (your name, grade, how you learned about the company, what you want from them.) Be careful not to give out too much personal information! When e-mailing someone who you DO know, don’t assume that they will know exactly who YOU are! Remember that return e-mail address do not always provide all the necessary identifying information. If you sign your e-mail only as “Katie”, your reader (or teacher!) may think “Katie who?”

Tip #10 – Be polite!

Always! Never send an e-mail if you would be embarrassed to have your parent or teacher read it! Remember that adults often can check for appropriateness of their childrens’ e-mails. Never use foul language or make inappropriate comments, even if you’re “only joking” in an e-mail to your best friend! Besides, a polite, informal message will be one that people will want to respond to, so be especially polite when you want an answer to your message! Don’t forget to say “please” and “thank you”! Use your best manners when e-mailing – ALWAYS!

For more help with effective e-mails, check out A Beginner’s Guide to Effective Email by Kaitlin Duck Sherwood at

http://www.webfoot.com/advice/email.top.html