E-Mail

Grammar Pattern
The Good E-mailer
- keeps messages short
- presents information clearly with bullet points
- enters a precise subject in the subject box
- doesn't overuse the "reply" function
- checks their mail box at least three times daily
- limits personal mail and small talk
- gives people time to reply
- doesn't forward mail without thinking
- creates a filing system for mail/attachments
- reports offensive mail
- adds key information in the e-mail signature
- never abuses the system for private messages
- thinks twice about attaching very large files
- telephones if a n immediate answer is required
- is professional at all times
How Do I Write E-Mails?
E-mail is primarily a medium rather than a style of communication. People
write e-mails in many different styles, depending on corporate policy
and on whether they are writing a business letter to a client, a memo
to subordinates or a note to colleagues. Some features of informal e-mail
communication are shown below to save you time when writing informally
to colleagues:
Send To: bdidgen@ap.com Copy To: sevena@al.com
Subject: re Kick off meeting - Project 345/8
Hi, Bob
Friday at 9:00 is fine. Could we finish by 11:30 as I've got
another meeting? Please forward a finale agenda ASAP.
Do you have the new specifications from Harley's?
Find attached new specifications.
Cheers
Bill
--Has used reply function and retained subject title as it is relevant and
clear - Subject: re KIck off meeting - Project 345/8
--Informality: didn't use Dear - Hi, Bob
-- Direct Style
Direct reply to previous question - Friday at 9:00 is fine.
Use od direct questions - Could we finish by 11:30 as I've got another
meeting?
-- Simple Layout: less spacing and font variation
-- Contraction: I've= I have
-- Abbreviations: ASAP - as soon as possible
-- Informality: used "Cheers" instead of Best Regards
: used "attached" instead of enclosed
-- this sentence was used to introduce points from previous mail to be
answered -- Do you have the new specifications from Harley's?
--Ellipsis - "the" is omitted -- Find attached new specifications
Big Brother/Sister is Watching You
E-mail is not a private way of communicating. Employers have the right to
access your mail. Deleted mail can be retrieved by experts. Use caution
when communicating confidential or legally sensitive information. Make
sure you know who will read the information you are sending.
Smileys are symbols used to communicate your mood by indicating facial
expressions. Tilt your head to the left and you see the face:
:-) = smile
:-D = laugh
;-) = wink
:-( = frown
:-X = no comment