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 professional 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 - The abstract for an email should contain a couple things. Firstly, you MUST clearly state the purpose for the email. This is crucial if you want the recipient to read the email, and not just glance at it. Secondly you need some kind of list or bullet for the topics related to your main purpose. These related topics are referred to as supporting information.
Body - The body of your email should be neatly separated paragraphs for roughly each point you stated in your abstract. This is where any and all information pertaining to the listed topics will be. Make sure to clearly label any headings and sub-headings, and to use bullets when applicable.
Conclusion - Summarize the purpose and list of points covered in your email, ending with an important information about replying to the email (if necessary).
Guidelines
These are just some of the recommended guidelines to follow for writing a professional email.[1][2]
Start With Proper Header Format: Your email should include the date, to, from, and the subject. This is 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 to Reply to a Message:
Use the Appropriate Format for Your Message:
Chunk Information for Easier Reading:
Provide a Way to Stop Receiving Further Emails:
Hide Mailing List Email Addresses:
Word Processor?:
