EMAIL

GUIDE
WRITTEN COMMUNICATION: EMAILS
Proper email communication has become a necessary skill for almost every professional
career. This guide was designed to assist you with the following areas:
• Proper email structure
• Email etiquette
• General tips and resources

EMAIL STRUCTURE
Starting an Email
• To: Enter Recipients name and/or email address
• Cc: Carbon Copy (Computer Copy) = Enter the email addresses of the people you want
to know about the email.
(Remember: Everyone will see their names)
• Bcc: Blind Carbon Copy (Blind Computer Copy) = Enter the email addresses of the
people you want to know about the email but not announce to everyone else (the
recipient(s) in the To: line and the CC: line) that these people are getting a copy.
• Subject Line: Summarize the main idea, but avoid meaningless one-word subject lines
such as ‘Help!’ or ‘Meeting.’ Instead, an appropriate subject line might be ‘Expense Form
Due by Friday at 5pm’ or ‘Task Force Meeting Thursday, May 28th’. Type in upper case
and lowercase, as you would a title. Never use a complete sentence or leave the subject
blank.
Formality of an Email
• Informal writing:
 Uses first name of recipient
 No name (for reply chain)
 Retains some casual qualities (personal pronouns, contractions)
 Is conversational
 Example: “I’ve read your excellent proposal. I predict the administrators will
approve it.”
• Formal Writing:
 Uses “Dear” with full name of recipient or “Good morning” or “Good afternoon”
 Maintains distance between writer and reader
 Avoids personal references and contractions
 Example: “The proposal is excellent. The executives are likely to approve it.”
Email Structure
• Conciseness
 Begin directly for most e-mails
 Use bullets when appropriate for easier viewing
 Keep sentences and paragraphs short (Many read emails on phones)
 Use words economically
• Clarity
 Practice clear writing techniques and use simple, clear language
• Courtesy
 Build goodwill
 Avoid angry e-mails
• Correctness
 Check for grammatical and formatting errors
Closing an Email
• Informal: The writer’s name or no name for reply chain
 • More formal: ‘Thanks,’ ‘Regards’
• Formal: ‘Sincerely’
• Signature Block: Name, Job title, Company name, Website Link, Phone number, Email
address

EMAIL TIPS
• Try composing off line or before entering recipient’s address (see “Write email
backwards” below)
• Read your email out loud to catch grammatical errors and organization issues
• Get the address or addresses right
• Avoid misleading subject lines
• Apply the top-of-the-screen test (Important content at top before scroll)
• Write email backwards
 Step 1: Open new e-mail
 Step 2: Download attachment, if applicable
 Step 3: Compose e-mail
 Step 4: Type subject line
 Step 5: Type in address or addresses
This practice will help prevent embarrassing “Oops” e-mails about forgetting the
attachment or sending before the message is ready.
• Edit the thread of your replies to remove parts of the previous email that no longer apply
or begin new email thread
• Avoid anything that might possibly be misinterpreted, such as sarcasm, humor, quotes
or sayings

EMAIL ETIQUETTE
• Design your messages effectively to obtain the quickest and most effective replies
• Consider cultural differences. You will be sending e-mails to people of all different
cultures and countries.
• Double-check before hitting the Send button
• Set up spell-check in the options of your e-mail account
• Use a professional e-mail address
• Email Etiquette Checklist:
 Is your message really needed by the recipient?
 Should your message be a phone call or in-person conversation instead of an
email?
 Is your message for routine rather than sensitive messages? (email is not
typically the best way to communicate a sensitive message)
 Have you attached all materials referenced in the message?
 Have you carefully checked that your message is going to the correct recipients?
 Are you putting something in the email that you wouldn’t want someone else to
see, such as gossip or talking negatively about someone? The general rule of
thumb is if you wouldn’t be comfortable with your message being on the front
page of a newspaper, then you should reconsider sending it at all.
 Has everyone necessary been copied on it?
(You don’t want to offend by leaving someone off.)
 Have you proofread your message carefully?
 Does your signature avoid offensive quotes? Does it need a quote at all?
Note that the Subject Line summarizes the main idea of the message and uses REQ or “Action
needed” to remind the receiver that a response is required. The email opens with the receiver’s
name to express friendliness and mark the beginning of the message. The email starts directly,
amplifies the main idea, and explains and discusses the topic.
As you look further into the message, notice that the writer uses document design (in this
example, bullets) to improve readability. Also, consider columns, headings, enumerations,
numbered lists, and so forth. In the closing, the writer uses appropriate closing etiquette by
restating the requested action and dates (or deadlines.) The final portion of the email contains
full contact information.

EMAIL RESOURCES
• https://owl.english.purdue.edu/owl/resource/636/01/
• http://101emailetiquettetips.com/
• http://www.businessinsider.com/email-etiquette-rules-barbara-pachter-2013-10