Maximizing your E-mail

Technical WritingLesson 2

The 3 C’s of Writing

•Clear – say it!•Concise-say it quickly!•Complete- say it all!•STOP!!!!!

Just as in speaking…

• Know and plan for who your audience is.

• Use cues so that the reader will recognize the pattern of organization.

• Present the facts, your opinion if requested, and nothing more!

E-mail Necessities

• Determine your audience!• MUST include subject line• Avoid using “RE:” more than once• Courtesy copy (CC:) anyone else who

needs the information• Begin with salutation determined by

the audience

• Include necessary information to make it clear, concise, and complete

• Last line should •Ask for feedback •Include invitation for more info•Thank the sender

• Always “sign” closing

Formal E-mail• To someone above you in the chain of

command• May require a CC to other people• To reply to a formal request for

information• To request information from a business

or institution• To someone you do not know

To: traill@rcs.k12.tn.usCC: student@rcs.k12.tn.us

Subject: E-mail Assignment from Student Name

Mrs. Trail,

I’ve attached the assignment that you requested in today’s class. I believe it has all the elements that you asked for.

Please review the document attached and let me know if you need any additional information to make the assignment complete.

Student Name

Sample Formal E-mail

Informal E-mail

• Friend • Family member• Co-worker you see on a regular

basis• If the original e-mail was sent

informally

To: address of friend or family

Subject: Re: Family reunion

Uncle Bob,

I got your e-mail about the reunion at 12:00 on the 26th at your house. I’m hoping to be able to come.

I’ll look at my schedule and let you know for sure by the 23rd.

Thanks for the reminder.

Your first name

Sample Informal E-mail

Things to Remember

• E-mails should not be long. • Anything you need to say that’ over 8 lines

should be included as an attachment.• Always keep the audience in mind.• E-mails are NOT chat rooms – avoid slang and

chat abbreviations (LOL, BRB, etc.)• E-mails are NEVER private. Be careful what you

send!

E-mail Homework• Late work is an on-going problem for students. As a

senior, you want to help students understand the importance of doing their work and ensure that all work is turned in on time.

• Email one of your fellow students to encourage them to turn all of their work in on time. You need to be persuasive in your email to ensure that you help that student understand the importance of this request.

 • Remember to ask for feedback in the last paragraph

(or line) of the e-mail. Send a courtesy copy of your e-mail to me at traill@rcs.k12.tn.us . Don’t forget to sign your e-mail!

E-mail Homework Tips

• Be sure to send your email to someone in this class!

• Courtesy copy the e-mail to traill@rcs.k12.tn.us in order to receive your grade.

• Check your inbox later in the day to be sure you have not received a “message failure”

How will you do this?

• You will type this email with the email format (to:, cc:, subject) in a word document

• Submit this to Student Apps/Assignments/traill/CFL/email assignment by next Tuesday (Monday, November 22).

• Demo this process