“E-communication: Email Writing”
E-mails may be informal in personal contexts, but business communication requires
attention to detail, awareness that your e-mail reflects you and your company, and a
professional tone so that it may be forwarded to any third party.
TIPS FOR EFFECTIVE BUSINESS E-MAILS
As with all writing, professional communications require attention to the specific writing
context, and it may surprise you that even elements of form can indicate a writer’s strong
understanding of audience and purpose.
Open with a proper salutation. Proper salutations demonstrate. For example, use a salutation
like “Dear Ms. X” (external) or “Hi Barry” (internal).
Include a clear, brief, and specific subject line. This helps the recipient understand the essence
of the message. For example, “Proposal attached” or “Your question of 10/25.”
Close with a signature. Identify yourself by creating a signature block that automatically
contains your name and business contact information.
Avoid abbreviations. An e-mail is not a text message, so do not use abbreviation.
Be brief. Omit unnecessary words.
Use a good format. Divide your message into brief paragraphs for ease of reading.
Reread, revise, and review. Catch and correct spelling and grammar mistakes before you press
“send.” It will take more time and effort to undo the problems caused by a hasty, poorly written
e-mail.
Reply promptly. Watch out for an emotional response—never reply in anger—but make a habit
of replying to all e-mails within twenty-four hours.
Use “Reply All” sparingly.
Avoid using all caps. Capital letters are used on the Internet to communicate emphatic emotion
or yelling and are considered rude.
Test links. If you include a link, test it to make sure it is working.
Give feedback or follow up. If you don’t get a response in twenty-four hours, e-mail or call.
Spam filters may have intercepted your message, so your recipient may never have received it.
Figure 1 shows a sample email that demonstrates the principles listed above.
Figure 1. Sample email
From: Steve Jobs <sjobs@apple.com>
To: Human Resources Division <hr@apple.com>
Date: September 12, 2015
Subject:Safe Zone Training
Dear Colleagues:
Please consider participation in the next Safe Zone workshop offered by the company. As you know, our department is
working toward increasing the number of Safe Zone volunteers in our area, and I hope several of you may be available for
the next workshop scheduled for Friday, October 9.
For more information on the Safe Zone program, please visit http://www.cocc.edu/multicultural/safe-zone-training/
Please let me know if you will attend.
Steve Jobs
CEO Apple Computing
sjobs@apple.com
