E-mail TIPS for Senior high school students

 

E-mail is one of the most useful technological advances we have; it makes our time more efficient and effective, but beware of the dos and don’ts!  Below is a list of tips for sending e-mail messages.

1.         Subject lines – be specific and informative.

For example, instead of sending a message entitled: “Assignment attached,” include the course number and assignment name.  This will help the reader easily identify what the e-mail is referring to.

 

2.         Fancy text and colors – avoid using too many fonts and colors; some e-mail programs cannot translate and the e-mail

may reach the sender looking distorted and confusing.  Try sticking to one accepted font and text color.

 

3.         Use judgment about when to be informal vs. formal. 

            For example, when sending e-mail to friends and family, it is generally OK to use acronyms such as LOL and BTW. 

However, avoid such informalities when sending e-mails that require you to be more formal and professional.

 

4.         Avoid using all CAPS when sending e-mail.  This is often interpreted as shouting.  It is OK to use caps when trying to

emphasize a word, but avoid using caps THROUGHOUT the e-mail.

 

5.         Proofread before sending e-mail.  It’s a good idea to get into the habit of using spell check and grammar check before

sending e-mail correspondence; if not, you may have some embarrassing typos!

 

6.         Forwarding e-mail – always delete any excess, non-important information when forwarding e-mail.  Always put your

response at the top of the e-mail.  It saves the recipient from having to scroll through a bunch of nonsense to get to the e-mail.

 

7.         When sending attachments, it’s a good idea to let the recipient know.  You might want to include something like the following phrase: “I am including an attachment in Microsoft Word.  Please let me know that you received it and can open it.”

 

8.         Include a signature line.  It’s easy to set up and you can make it an automatic attachment to each e-mail you send.  Include your first name, last name and any other information you deem important (a phone number or website address if you have one); that way, the reader can use another method to contact you if need be.

 

9.         If you are sending an e-mail that requires an immediate response, you may want to include “URGENT” or a flag (depending on your e-mail program).  This will alert the reader to read your e-mail as soon as possible.

 

10.       If you use an e-mail address book and only need to type in the first few letters of the person’s name, be sure you are

sending it to the correct person!  If you have two Susan’s in your address book, you may send the e-mail to the wrong person!

 

11.       Choose your words carefully and remember e-mail is a permanent record that can be saved and/or forwarded to anyone at any time!  Never write anything that you wouldn’t want documented.