Contents
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
Yes that's right, you should be using the ABC format in an email. Here are the general points to include within each section.
Abstract
-->An appropriate salutation
Eg. "Person X, ......."
-->The purpose of the email
-->A brief list of the topics covered
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, and be sure to include a short concise subject.
Stay on Topic -
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