E-mail

For the first time in centuries, the written word has undergone a quantum metamorphosis, leaping from the printed page into cyberspace.

E-mail

E-mail Problems E-mail Essentials Introduction Body Conclusion “Netiquette” Technical Writing Criteria

E-mail Problems

Poor or incomplete documentation– (for future reference)

Computer limitations– (compatibility of hardware/software)

Lack of privacy– (not necessarily confidential)

E-mail Essentials

Correct E-mail Address

Subject Line (Topic + Focus)

Subject: REQUEST FOR REVISED VACATION SCHEDULE

Line Length--Limit line length to approximately 60 characters

Screen Length--Limit message to one viewable screen (12-14 typed lines)

Introduction

What are you writing about?

Why are you writing?

Example:

I need to change my

scheduled vacation time

due to my increased

workload.

Body

Prove your point. What exactly is the reason for your request or what exactly do you want from the reader?

Consider using bullets to list your points.

Conclusion

What’s Next?

When do you need an answer, and

Why is that date or time important?

Example:

Please respond by 1/12/00. This will help me

schedule my workload.

“Netiquette”

Avoid sarcasm (which might be misunderstood)

Avoid humor (which might be misunderstood)

Don’t FLAME (typing in all caps)

Don’t make your reader scroll endlessly:

limit line length and screen length

Writing Effective E-mail

Use the correct e-mail address.

Provide an effective subject line.

– what? and what about the what?

Limit message to one screen.

Organize your e-mail.

– Introduction, discussion, conclusion

Writing Effective E-mail

Use highlighting techniques sparingly.– underlined text– italicized text

Proofread your e-mail. Don’t e-mail confidential information. Make hard copies for future reference. Practice “netiquette.”

Technical Writing Criteria

Clarity

Conciseness

Accessibility/Design

Audience recognition

Audience involvement

Accuracy