Difference between revisions of "E-mail"

Revision as of 01:42, 10 April 2008

Overview

This section is designed to help you write well structured and organized emails. You will be introduced to some guidelines for writing an email. How to design an email using the ABC format. What questions to ask yourself when writing an email. There will be some helpful guidelines for you to follow while writing your email.

Header

When writing an email it is appropriate to use headers that describe the date, sender, receiver, and the subject of the email. Here's an example.

 DATE:    April 3, 3008
 TO:      Billy Joe
 FROM:    Rob Lumberg
 SUBJECT: Bridge Proposal

The one thing to notice is that the subject is just a condensed version of the purpose of your email. If you are having trouble condensing your purpose it may mean you need to re-think it.

ABC Format

For any proffesional emails you should be using the ABC format. This provides a good structure for your readers. There are of course three sections to the ABC format:

Abstract

 Eg. "Person X,
        ......."

Body

-->A paragraph for each point listed in the abstract

-->Information to describe each topic

-->Organized headings and bullets

Conclusion

-->A summary of all the points covered

-->Any information on replying to email, if necessary

Guidelines

Start With Proper Header Format - Always use the proper heading for your emails. As explained in the 'Headings' section.

Stay on Topic - Include a brief statement explaining your main topic in your abstract, as well as information supporting your main point in the body of your email.

Use a Positive Conversational Style -

Put Messages into Context -

Pick the Proper Way in Which to Reply to a Message -

Use the Appropriate Format for Your Message -

Chunk Information for Easier Reading -

When Writing to a Group, Provide a Way to not Receive Further Emails -

When Writing to Groups, Hide Mailing List Email Addresses -

Think About Using a Word Processor for Important Emails -