Email Tips
How to write an effective email
Jeff Ziegler
SLM 521 Elective # 10
In the world of text and email, it is very important
to know how to write emails that are easy for the receiver to understand just
as you were talking face to face.
Grade level: High school
TIPS:
1)
Write a meaningful subject line
- Recipients scan the subject
line in order to decide whether to open, forward, file, or trash a
message. Your message is not the only one in their mailbox. Before hitting send
make sure your subject line accurately describes the contents of the email.
2)
Keep the message focused and
readable
- Focus on the main points of the email and make sure they are addressed
first. Keep it readable by spelling out full words and not using things such as
thx, u,
3)
Proofread
-
Always proofread your email for spelling mistakes and to make sure it sounds
professional in manner. If your email is going to someone of higher command
such as teachers or employers make sure it is appropriate in manner and style
for them.
4)
Distinguish between formal and informal situations
- If
emailing back and forth from friends or family it is fine to not use correct
punctuation or shortcuts to express emails quicker and easier. You must
recognize this though and understand that some situations call for professional
email standards and others are do as you wish.
5)
Respond Promptly
- It
is always good to check your email a few times during the day. Some emails come
in and are very important to respond to users. Sometimes email is the only form
of communication between employers, professors, and coaches. Responding quickly
shows that you are courteous and won’t keep them waiting for a reply.
6)
Limit Sarcasm
-
When using email you are not able to see a person’s reactions and facial
expressions. Do not make jokes that one might not clearly get if they were not
sitting right in front of you.
7)
Angry Emails, Not Good
- If
you are sending an email out of anger and mixed emotions, take a break and walk
away from the computer and gather your thoughts. Sometimes emails allow for
people to respond to quick in certain circumstances not allowing people to
think about their emotions.
8)
End Emails Politely
- It
is always good to end an email or conversation with some kind of farewell. Use
things such as “Thank you”, “Sincerely”, “Take care”. All of these are good
ideas, don’t just end with you information and send.
9)
Never open an attachment from someone you don't know.
- Never begin to click on attachments from an unknown email. This could
lead to viruses swarming your computer and allowing hackers to gain access to
some of your private information.
10) Be Mindful of Others Emails
- Some emails may look one way on your
computer software but may turn out looking very different on someone else’s computer. Using too many spaces in your
email may make it look very confusing to the recipient.
