Email Tips and Suggestions

The use of technology has flourished in recent years, and email has developed as an efficient form of communication. Sending emails is hassle-free in that once a message is prepared; it is merely a click of the mouse away from the recipient. There are hardly any obstacles, which makes it an effective form of modern day communication.

It is important for secondary level students to be aware of email tips and suggestions. Students in this age range are familiar with computers and at this point need to learn not only how to email, but proper ways to do so. The use of email should not be taken frivolously for it serves as a useful tool for communication, sending documents, and replying to important issues.

Below, I have listed ten tips and suggestions for secondary level students to take into consideration. These students are entering a world of technology and the use of email is a standard for communication. Students should be aware of these suggestions as they compose emails, and keep in mind that it is not just their perspective of message, but also how the recipient will be able to view and understand it.

Ten Tips for Secondary Students:

I. Be clear—sending a clear, comprehensible email is just as important as giving clear, comprehensible directions. Often times the recipient is left unclear or with questions after reading the email. Be sure to look over the email for anything that could come off as vague or lead to questions. Usually, an additional sentence of clarification will avoid this from happening.

II. Avoid grammatical errors—this common mistake by senders is a careless way to steer the recipient off track. It is imperative that the sender constructs a message that is free of grammatical errors, especially spelling. The recipient needs to be able to understand the message, and the foremost component is mistake-free grammar.

III. Keep in mind the recipient—is the message to a long-term friend or a potential employer? This simple question dictates how formal the email needs to be. It is not proper to send an email with “slang” language to a teacher or professor. That being said, if the email is to a manager, professor, or colleague, it needs to be taken seriously and examined thoroughly for grammatical errors and ambiguity.

IV. Avoid sarcasm—have you ever been confused as to whether someone was serious or joking in person? Imagine how much more confusing it could be through email! That being said, the use of sarcastic statements within a message may lead the recipient to misconstrue the meaning. When in doubt, it is best to avoid sarcasm altogether.

V. Include a message subject—inserting names or few word descriptions in the subject adds to email effectiveness. Furthermore, it gives the recipient an idea as to what the message is about, whether it is in the content or purpose of the email.

VI. Avoid fancy text—it is important to keep in mind that the recipient may not be able to view exactly what is sent. Formatting, as well as, the type of computer plays a role in transmission of information. For instance, a creative symbol may show up in the sender’s document, but the recipient may not be able to view it in the message. Even with text, keep the message content simple and to the point.

VII. Put URLs on separate lines—this is important for two major reasons. First, it is critical that the recipient distinguishes the link from the remaining text. If the message is too congested there is a chance the recipient may overlook the URL. If the URL is on a separate line, the recipient will have no problem seeing it. Second, if the link involves copying and pasting, placement on a separate line avoids the possibility of selecting excess text that may not lead to the specific URL.

VIII. Be careful with attachments—it is important to realize that not all recipients will be able to download and/or view attachments. This again goes back to suggestion six in that formatting and the computer model plays a role in the transmission of information, even attachments. When in doubt, ask the recipient first if he or she is able to download and view attachments.

IX. Use shorter paragraphs in long messages—it is important to keep messages concise and to the point. If the message is long, break the content into several paragraphs to enhance the flow of the message. This will further assist the recipient as he or she reads the message.

X. Use punctuation to express emotion—often times the sender needs to express emotion within an email. In this case, it is important to include specific items as an indication of emotion especially when the email is important or urgent. Asterisks and capital letters are two simple ways to do this because they place emphasis on certain words and phrases. For example, the statement, “Please R.S.V.P. with the number of people in your party BY THIS FRIDAY” indicates that the recipient better respond by Friday. The use of punctuation marks also implies importance to a particular statement.