Tips for Writing Effective Emails

Middle School

Writing emails is different than writing letters, reports, or essays.

Below you will find 10 helpful hints for writing effective emails.

1. Language: Writing an email is similar to having a conversation with someone. Be aware of your audience. For example, your conversations with your friends are different than with your teachers. Decide if the language you use needs to be formal or informal.

2. Message Length: When composing an email, be sure to make the contents of it rather short. If the recipient of the email needs more information, they will respond with questions.

3. Spell Checker: Using informal language in some circumstances if fine; nonetheless, misspelling words may be a distraction to the reader. Most email systems have spell check, so using it is simple and quick.

4. Fonts: Always use simple font formats. Not every computer has the same font, so what you send may not be what is received.

5. Subject Line: The subject line is the first thing that is read when an email is received. In the subject line you should include words that will give the reader a clue about the nature of the message. The subject topic should be brief.

6. Using Pronouns: Just like when writing paragraphs, it is necessary to use proper nouns (Sam) before using pronouns (He) so that the reader is aware of the topic. Pronouns should only be used after you specifically indicate what the message is about.

7. Website Addresses: If you are sending someone a website address, be sure to not put a period at the end of the URL. The reader may copy and paste the address with the period, which would not direct him/her to the correct website.

8. Using Capital Letters: Unlike talking face to face, you are not able to gather information about the feelings of who is sending or receiving a message. Using capital letters may imply that you are angry or yelling at that person. Be careful!! People can read into something that you never meant. If you want to emphasize something, perhaps using caps only for one word, or use exclamation points.

9. Attachments: If you are sending an attachment to someone, make sure that person will be able to open it before you send it. For example, if you make a calendar in Publisher and you want to share it with a friend, your friend will need to have the Publisher program on their computer in order to open the sent attachment.

10. Be Sure!!: Once you compose an email, make sure it says exactly what you want it to say. Re read the email because once it is sent, it is sent. Not many email systems allow you to cancel a sent email.