HOW TO COMPOSE AN EMAIL

It never hurts to have people think highly of

you

WHAT IS EMAIL?

Electronic mail allows us to send detailed

information quickly.

It shouldn’t be used to avoid conversations, however.

Would you email a teacher instead of talking to him?

Would you break up with a girl/boyfriend over email?

Emails should be direct, concise and easy for the

recipient to read and understand. Let’s have a look

at the parts of an email.

SUBJECT LINE

The subject line must be clear and specific:• NO – “Hello” “Today” “The job”• YES – “Application for sales position” “Order #212

for hats not received”• A recipient might not open an email if he/she doesn’t

know what it is about

WRITE A SUBJECT LINE

You would like to have your grad photo taken at

Mr. Snappy’s Studio of Fine Photography. Write an

appropriate subject line for an email you will send.

In the email you will be asking about appointment

times and procedures and about the cost of the

photos.

GREETING

Use the appropriate level of formality.

If you know the person, you can use a first name.

If you do not know the recipient, use “Dear Mr.

___”

Would you ever write an email that starts with

“Hey”?

Write a greeting for your email to Mr. Snappy

EXPLANATION

In the first paragraph clearly explain your purpose

for writing.

Use standard spelling and punctuation. No BFF or

LOL.

Do not use all caps. NO ONE LIKES TO BE E-

SHOUTED AT.

Write an explanation for your email to Mr.

Snappy.

ACTION

Leave a space after your explanation.

Clearly explain the action you are asking for or

offering.• Ex. “Please send me your schedule as soon as you

can so I can arrange the best time for the baseball game.”

Write the action for your email to Mr. Snappy

CLOSING

Finish your email with a closing such as • Thank you,• Sincerely,• Regards,• Thanks kindly,• This is your last chance to make a good impression.

Write or sign your name. Your email address might not clearly indicate who you are. (mks2014@gmail.com.... Who is that?)

Write your closing for your email to Mr. Snappy

REMINDERS

Never send anything too personal by email.

Emails can be read, misread, shared and left on the

printer.

Never send an email in anger. Wait a day or two

and collect your thoughts. You will look ridiculous if

you send an email spouting off.

It is always better to be more formal rather than

less formal in writing.