Communicating through Email

For Students Grades 9-12

Most students already have experience communicating with others through email. Maybe you’re a real pro at it. However, there are some tips and suggestions that I would like to share with you as some of your future email experiences may lead you out into the professional world. The following tips and suggestions may help you to display proper email etiquette when corresponding through email in a formal manner.

Tips and Suggestions for Email Etiquette

1. Keep Subject Line Brief – Subject line does not have to be a complete sentence. It should include a few words to give a clue to the content of the message. For example: If you are sending someone an email about applying for a job, your subject line might read – Job Application.

2. Responding to an Email – Most computers will automatically place Re: in the subject line when you click to reply to someone’s email. If not, it is polite to type Re: and then the words from the subject line that was sent to you. For example: If someone sends you an email with the subject reading – Time of Interview, your response subject line should read – Re: Time of Interview.

3. Avoid Pronouns as much as Possible – Avoid pronouns in the first three lines of your emails as much as possible. This is to make sure your message is clear and concise. Be specific so that they understand what you are talking about. For example: Do not begin your email with “I thought he did it. Thanks for reminding me about it. I will try to take care of it tomorrow.” Instead, try “I thought Billy turned in our assignment. Thanks for reminding me about the deadline. I will try to turn our assignment in tomorrow.”

4. Write with Plain Text – Try to write with plain text as much as possible. When you try to make fancy lettering, some correspondent’s email programs may be older and may not have the capabilities to read it. For example: If you write to someone – I loved your presentation yesterday. Great job! This could come across on an older email system as – I <i>loved<i> your presentation yesterday. <b>Great job!<b>

5. What You See May Not Be What They See – Again, if you include background color, designs, images, etc., the recipient may not have the program capabilities to decipher those extras. Be aware that what you see when you send your message, may not be what ends up on the other end of the screen.

6. Write in Short Paragraphs – This keeps the context of your message short. The longer the message, the greater chance that scroll bars will appear if your message fills up the first screen. Sometimes people miss important information because they do not scroll down.

7. Formal vs. Informal – Know when it’s okay to use sloppy writing (meeting a friend at the mall) and when it’s not (setting up a job interview). Be professional when corresponding with adults or in formal situations.

8. It’s Okay to Forget Information – Don’t panic if you leave something out that you meant to say. Because email has such a fast turnaround, your recipient can ask questions immediately for clarification. Or you can quickly send it in another email.

9. Be Aware of Sarcasm – Email does not convey emotions nearly as well as face-to-face or even telephone conversations. It lacks things like gestures, body language and vocal inflection. The reader may have trouble telling if you are joking or serious, happy or sad, bored or excited. Sarcasm is extremely dangerous to use in email. Be extra careful.

10. Textual Tricks for Emotions – Here are some textual tricks to help you convey emotions in your writing:

· Astericks - for ***emphasis ***

· Capital Letters – TO CONVEY IMPORTANCE

· Punctuation – for excitement!!!!

· Lower case – to show that you are calmly writing.

· Smileys – to show humor : ) or sorrow : ( - these are made with the colon key and the parenthesis key.