IntroductionIntroductionto to

Workplace EmailWorkplace Email

EmailsEmails

Are perhaps the most common and widely-distributed forms of communication in workplaces today

Generally transmit smaller “chunks” of information

Are frequently internal documents about specific company information

Short Internal andShort Internal andExternal DocumentsExternal Documents

Consider appropriate audience choices.

Consider the proper tone and degree of formality.

Use appropriate openings and closings to show respect and develop relationships.

Provide enough background information for your audience.

Problem Solving inProblem Solving inShort MessagesShort Messages

Plan by considering the problem, rather than replying hastily

Research facts and details needed to make your message useful

Organize using the limited space

Revise for clarity

Distribute in the most effective medium

Privacy Issues withPrivacy Issues withShort MessagesShort Messages

Poor or ill-chosen messages have legs—they seem to wind up going where they were not meant to go.

Workplace writers must remember that e-mail is not a private means of communication.

Email messages always have the potential to become public.

Subject LinesSubject Lines

Subject lines are often scanned by recipients to decide which should be read immediately and which can be read later or deleted.

When writing subject lines, you should: Make them concise and specific Put the most important information first Use all caps only in times of urgency

RecipientsRecipients

Recipients should be carefully considered before sending or carbon copying (CC).

“Reply to All” is not always appropriate.

When replying, quote a sentence or two to give recipient some context.

Ask permission before forwarding a message.

Content and LengthContent and Length

Keep messages brief and to-the-point

Provide pertinent information only

Quickly state a reason for writing

Allow the message be skimmed easily

Keep the message to a single screen

Paragraphs and SpacingParagraphs and Spacing

Paragraphs should be no longer than a single screen

Email paragraphs are more concise than those in printed documents

Some paragraphs can be as short as one sentence, if the information is important

Use block format

Other Formatting IssuesOther Formatting Issues

Avoid font styling, bulleted and numbered lists, tables, graphics, and visuals

Use CAPITAL LETTERS to designate a heading

Use a single line of white space between each phrase or word to designate a list

Use *asterisks* on either side of a word to designate emphasis or italics

Use underscore characters at the beginning and ending of an _underlined passage_

SignaturesSignatures Signatures can give contact information

about the sender, such as: Job title Phone Fax Webpage URL Mailing information

Whether you use a signature or not, always include your name at the bottom of each e-mail

AttachmentsAttachments

Use attachments when: The message is lengthy Formatting is important Visuals are an important part of the message The message will be printed and used for

some particular purpose

Refer to the attachment in the actual email

Minimize use of graphics and visuals

Choosing BetweenChoosing BetweenEmail and MemosEmail and Memos

Email Large audience addressed Rapid responses needed Audience geographically distant Message will be revised or modified

Memos Longer than one computer screen Message requires careful formatting contains detailed visuals Contains sensitive or important information