Brian Tombs

SLM 521

11/23/03

Email Elective

Top Ten Suggestions for Effective Electronic Communication

This list is suited for students in grades 7 – 12. Since these students will most likely use email more than students in younger grades, I feel that this Top Ten list of suggestions would benefit them the most.

1.      Clarity – Be sure to express your emotions clearly, as emails cannot convey voice inflection or tone. For example, directly state if you are unhappy or excited about something you write in an email.

2.     Grammar, Spelling – Be sure to complete a spelling and/or grammar check before sending your email. This is important because your email will be read by your teachers who expect correct mechanics. For example, if you are sending an assignment to your teacher via email and there are spelling and/or grammar mistakes in your paper, you will most likely receive a lower grade.

3.     Paragraph Length – Make sure you construct paragraphs that are fairly short in length. Most people receive many emails and do not have the time to read ones that are extremely long.

4.     Attachments – Be sure to send attachments correctly. Many computers have different ways of receiving these files and if they are not attached correctly they often cannot be read.

5.     Plagiarism – Many students inadvertently plagiarize from papers and/or websites because they do not properly quote or paraphrase. This can cause major problems if you do not learn how to document correctly.

6.     Using Web Links - When using web links in an email, make sure that use the proper URL or Hyperlink address. For example, when sending an address via email make sure that the http:// is attached to the beginning of the address.

7.     Subject Lines – Make sure that you use the subject line in an email so that the reader knows what they are reading about. This is especially important when sending an assignment to your teacher so that they know what assignment they are receiving.

8.     Symbols – Be sure to limit the use of “emotion symbols” in your writing. If you use too many of these symbols and not enough actual text, the reader may become confused and not understand your message.

9.     Know Your Purpose for Sending an Email - If you are writing an email to a friend to ask about plans for the weekend, you obviously do not need to worry so much about mechanics. However, if you are sending an email to your teacher, you will need to be much more attentive of grammar and mechanics.

10. Reply to Sender/Reply to All - Be careful when replying to an email message. For instance, when you receive a group email that requires you to reply or respond, make sure you do not reply to all the recipients. You should, usually, reply to the sender only so that the other recipients do not get your reply since they are not the intended receivers.