Course Module

 

Topic: Effective E-mail Tips and Suggestions

Level: Secondary (High School, Grades 9-12)

 

 

Introduction

The use of e-mail has flourished into an efficient form of communication in recent years.  It is important for students, particularly at the secondary level, to learn and be aware of e-mail tips and suggestions.  For instance, it is important to be clear, avoid grammatical errors, and keep in mind the recipient.  It is imperative that students recall these tips along with several others as they compose e-mails.  The use of e-mail serves as more than a message system; it can be used to reply to important matters, send documents, and even apply for jobs.

 

Goals

In this unit students will learn effective e-mail tips and suggestions.  In order to compare and contrast their work later in the module, students will first write a mock e-mail to a prospective employer without learning effective e-mail tips (Part I).  Afterward, students will visit the provided websites on e-mail tips.  Using their acquired knowledge, students will organize their thoughts into an easily comprehensible list, which will assist them as they answer several discussion questions (Part II).   At that point, students will be able to compose an e-mail that is clear and grammatically proficient, reflecting all acquired knowledge of e-mail tips (Part III).  Students will keep in mind the recipient, and be able to review their e-mail for proper tone and vague statements.  By the end of this module, students will be able to evaluate what they have learned by comparing and contrasting a “before” and “after” e-mail.

 

Content Overview

Students will learn to name and explain effective e-mail tips and suggestions.  By reviewing these recommendations, students will familiarize themselves with proper skills.  Students will then put what they have learned to practice, and construct a mock e-mail to an employer.  This activity will help students learn how to compose effective e-mails. 

 

Objectives

Students will be able to:

1.      Name several e-mail tips and suggestions

2.      Explain the importance of a well-written e-mail

3.      Demonstrate knowledge of e-mail tips and suggestions

4.      Create an e-mail that supports learned e-mail tips and suggestions

5.      Compare and contrast previous and acquired e-mail skills

 

Motivation

Have you ever read or received an e-mail that was absolutely awful?  Who did you receive the e-mail from?  What crossed your mind as you were reading it?  We all have received careless e-mails that lacked proficiency; yet most of us would never admit that we could also be the culprits! 

 

Go back and recall aspects from that awful e-mail.  If you can remember more than one instance, what are things the e-mails had in common?  Now, imagine yourself as an employer who received a similar haphazard e-mail from an applicant!  Surely it would lower that applicant’s credibility from the start!  Hopefully you understand the importance of a well-written e-mail.  If not yet, than hopefully by the end of this module!

 

Reading and Discussion

Students will first compose a mock e-mail to an employer.  The goal will be to convince that employer that the student/applicant is capable of such a prestigious position.  Students will then visit the two websites (listed below) and review the major tips and suggestions for effective e-mail tips.  There will be five in-depth discussion questions listed in (Part II) of the “Activities” section below.  Following the questions, students will again compose a mock e-mail, using the acquired skills and knowledge they have gained from the websites.

 

Links and citations (to visit after Part I):

 

A Beginner’s Guide to Effective E-mail This website offers a thorough explanation of e-mail tips including an introduction, context, and page layout.  Within each category are explanations as well as examples of appropriate skills and format.

http://www.webfoot.com/advice/email.top.php

 

Writing Effective E-Mail: Top 10 Tips This website lists and explains ten of the top e-mail suggestions.  Under each category, there is a listing of excellent, average, and poor examples.

http://jerz.setonhill.edu/writing/e-text/e-mail.htm

 

Activities

Part I:

Using the computers provided, students will need to open a blank e-mail page. 

 

The INITIAL assignment: Pretend you are now entering the real word and are on a mission to find a job.  Write a mock e-mail to a prospective employer.  Include five reasons as to why you are a qualified candidate for the position.  Remember, this e-mail is pretend! 

 

Part II:

After visiting the websites and reading the information, students will need to use their acquired knowledge and answer the following questions and statements pertaining to e-mail:

 

I.       List three e-mail tips that are important to consider prior to writing the e-mail.

 

 

 

II.    Explain why the recipient plays a major role in the “tone” and “formality” of the e-mail.

 

 

 

III. Why is it important to avoid sarcastic statements?

 

 

 

IV. Why is it important to review an e-mail prior to sending it?

 

 

 

V.    In your opinion, what are the four most important e-mail tips?  Explain why…

 

Part III:

Now it is time for students to put the skills they have learned to practice and again compose a mock e-mail to a prospective employer.  Using the computers provided, students will need to open a blank e-mail page. 

 

The FINAL assignment: Pretend you are now entering the real word and are on a mission to find a job.  Write a mock e-mail to a prospective employer. Include five reasons as to why you are a qualified candidate for the position.  Remember, this e-mail is pretend!  (You will not be graded on the job you address; instead, how well you utilize the tips and suggestions learned in this module.  Be sure to include a subject within your message!)

 

Assessments/Specifications

1.      Part I (INITIAL assignment):  Although students have not learned effective e-mail tips and suggestions, they at least attempt a mock e-mail to a prospective employer.  (25 points)

 

2.      Part II (questions): Is it clear that students visited the websites and read the information?  The questions provided are designed to assess whether students learned and understood what they read.  (25 points; 5 points per question)

 

3.      Part III (FINAL assignment):  Now that students have written an e-mail without knowledge of effective e-mail strategies, students will write another e-mail using their acquired skills.  Students will be assessed on their use of e-mail tips and suggestions learned from the websites.  (50 points)

 

Submission

Students will need to submit all three parts via e-mail.  Both the first and third parts will be written and sent directly to my e-mail address: tms005@mcdaniel.edu (feel free to pretend I am the employer!) 

 

The second part will be sent as a word attachment (both the questions provided and answers) to my e-mail account, as well.  (Remember, all three parts will be sent to my e-mail address!)

 

Test

(The third part of the “Assessment”/”Specifications” section, FINAL assignment, serves as the 50-point test portion of this course module.)

 

Rubric

 

Needs Improvement

Satisfactory

Excellent

Part I

The INITIAL assignment/e-mail

Virtually no attempt at the mock e-mail. Students make even the careless mistakes unrelated to effective e-mail tips

A satisfactory attempt at the mock e-mail, although it still lacks attention and detail for a strong e-mail to an employer

A strong attempt at the mock e-mail.  Although students have not yet learned e-mail tips, they make a convincing attempt

Part II Questions/statements

Answers show no evidence of visiting the websites and acquiring the information on effective e-mail tips

Answers show some evidence of effective e-mail tips and suggestions, but lack a complete understanding

Answers fully support website visits, as well as, an understanding of the several e-mail tips and suggestions mentioned

Part III

The FINAL assignment/e-mail

Little to no evidence of acquired knowledge of e-mail tips and suggestions.  Students make careless mistakes in a haphazard attempt

Some evidence of acquired knowledge; however, students make more than a few careless errors that do not support effective e-mail suggestions

Evidence of e-mail competence through a well-constructed e-mail to a prospective employer.  There are virtually no mistakes in a well-crafted letter

 

Bibliography (Annotated/Linked/Cited)

 

A Beginner’s Guide to Effective E-mail This website offers a thorough explanation of e-mail tips including an introduction, context, and page layout.  Within each category are explanations as well as examples of appropriate skills and format.

http://www.webfoot.com/advice/email.top.php

 

Sherwood, Kaitlin. "A Beginner's Guide to Effective Email." Version 2.0. (2001). 3 Jul 2009. <http://www.webfoot.com/advice/email.top.php>.

 

Writing Effective E-Mail: Top 10 Tips This website lists and explains ten of the top e-mail suggestions.  Under each category, there is a listing of excellent, average, and poor examples.

http://jerz.setonhill.edu/writing/e-text/e-mail.htm

 

Jerz, Dennis. "Writing Effective E-Mail: Top 10 Tips." (2000). 3 Jul 2009. <http://jerz.setonhill.edu/writing/e-text/e-mail.htm>.