Are your e-mails getting the delete key?

Effective e-mail communication tips for high school students.

I know most of you have written a thousand e-mails, and likely consider yourself experts. However, many of you are advancing into new e-mail territory. Some teachers are asking you to e-mail them information or assignments, college admissions offices are increasing their e-mail use, and the world of work is just around the corner for some. These changing demands on you e-mail usage make it a good time to review good e-mail etiquette. People will be evaluating and assessing your skills to determine your worth, make as good of an impression with your e-mail as you do in person.

1. Write a good subject line. If you have an e-mail address that does not identify who you are and you are e-mailing your instructor, or another person that have not received an e-mail from you be sure to included your name and specify to what the e-mail is referring.

2. Avoid using the e-mail system to send junk, jokes, chain letters, and similar materials. If you become known as an “in box filler” recipients may delete an important e-mail with all of the other junk you send.

3. Use the first two lines as summary for the e-mail. This allows the recipient to evaluate the contents and respond immediately if necessary, or if they can wait and compose a more specific response.

4. Use proper grammar, spelling and punctuation. You owe the recipient the respect of sending an easy to read and understand message. E-mail is not the place for stream of conciseness writing.

5. DO NOT TYPE AN E-MAIL WITH YOU CAP LOCK ON. It is OK to use all-caps for headings, titles, or to EMPHASIZE a word, but beyond that it is like yelling at the recipient.

6. If you are upset with someone, don’t write an e-mail. Wait and calm down. People will write in e-mail things they would never say to someone face to face. If you would not say it to someone while standing in front of them you do not need to write it either.

7. Be brief. It does not take a 25-word dissertation on why you cannot attend a meeting or function. If they need a detailed reason they will ask for one.

8. Assume someone else will read your message. Messages are permanent and public. If you would not want your electronic mail forwarded to other friends, un-friends, local newspaper or you MOTHER do not put the information in an e-mail.

9. E-mail does not replace personal contact. We are less formal and or careful when we use e-mail and our messages can be unclear. Person-to person interaction is best for dealing with sensitive, difficult or emotional concerns.

10. Use plain text for e-mails. Many people may use a system that does not support extensive formatting. If you want to be creative send an actual letter in snail mail, or design your own web page.