how to compose an email: it never hurts to have people think highly of you
Post on 18-Oct-2014
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HOW TO COMPOSE AN EMAIL
It never hurts to have people think highly of
you
WHAT IS EMAIL?
Electronic mail allows us to send detailed
information quickly.
It shouldn’t be used to avoid conversations, however.
Would you email a teacher instead of talking to him?
Would you break up with a girl/boyfriend over email?
Emails should be direct, concise and easy for the
recipient to read and understand. Let’s have a look
at the parts of an email.
SUBJECT LINE
The subject line must be clear and specific:• NO – “Hello” “Today” “The job”• YES – “Application for sales position” “Order #212
for hats not received”• A recipient might not open an email if he/she doesn’t
know what it is about
WRITE A SUBJECT LINE
You would like to have your grad photo taken at
Mr. Snappy’s Studio of Fine Photography. Write an
appropriate subject line for an email you will send.
In the email you will be asking about appointment
times and procedures and about the cost of the
photos.
GREETING
Use the appropriate level of formality.
If you know the person, you can use a first name.
If you do not know the recipient, use “Dear Mr.
___”
Would you ever write an email that starts with
“Hey”?
Write a greeting for your email to Mr. Snappy
EXPLANATION
In the first paragraph clearly explain your purpose
for writing.
Use standard spelling and punctuation. No BFF or
LOL.
Do not use all caps. NO ONE LIKES TO BE E-
SHOUTED AT.
Write an explanation for your email to Mr.
Snappy.
ACTION
Leave a space after your explanation.
Clearly explain the action you are asking for or
offering.• Ex. “Please send me your schedule as soon as you
can so I can arrange the best time for the baseball game.”
Write the action for your email to Mr. Snappy
CLOSING
Finish your email with a closing such as • Thank you,• Sincerely,• Regards,• Thanks kindly,• This is your last chance to make a good impression.
Write or sign your name. Your email address might not clearly indicate who you are. ([email protected].... Who is that?)
Write your closing for your email to Mr. Snappy
REMINDERS
Never send anything too personal by email.
Emails can be read, misread, shared and left on the
printer.
Never send an email in anger. Wait a day or two
and collect your thoughts. You will look ridiculous if
you send an email spouting off.
It is always better to be more formal rather than
less formal in writing.