Lesson 13

E-mail Composition Basics & Expectations

Basic Overview

E-mail is a great way to communicate in the workplace.

It provides a quick and simple way to communicate with another individual or an entire group.

Because e-mail does not give an individual the opportunity to incorporate tone of voice, or body language, we have to work even harder to clearly state our message.

Things to keep in mind:

If you are communicating with someone for the first time keep it professional; a stranger may not understand your sense of humor.

Make sure you proofread the e-mail to ensure that there are no typos, grammatical errors, or incomplete thoughts.

Also keep in mind:

Make sure you keep your thoughts, ideas, questions, etc. concise, direct and to the point.

Always start with an introductory greeting and opening statement.

Use bullet points to make it easier for your reader to understand what it is that you are communicating to them

E-mail Check List:Did I send it to all of the appropriate recipients?

Did I CC, or BCC all necessary recipients?

Does my Subject line indicate what the e-mail is regarding?

Do I have an appropriate greeting?(ie. Hello, Dear, To Whom it May Concern, etc.)

Do I have an appropriate opening statement?

Have I explained the intent of the e-mail?

Have I indicated my expectations?

Have I made a clear concluding statement?

Have I ended with an appropriate closing remark? (ie. Sincerely, Thank you, etc.)

Have I included my closing signature?

Sender and Recipient Expectations

E-mail correspondence should be created in a clear and concise fashion.

When a response is expected it is composed and sent in a timely manner.

E-mail includes all of the necessary or stated attachments.

Grammatical and spelling errors are minimal.

Sample E-mail:

Let’s take a closer look: Did I send it to all of the appropriate recipients?

Did I CC, or BCC all necessary recipients?

Does my Subject line indicate what the e-mail is regarding?

Do I have an appropriate greeting?

Do I have an appropriate opening statement?

Have I explained the intent of the e-mail?

Have I indicated my expectations?

Have I made a clear concluding statement?

Have I ended with an appropriate closing remark?

Have I included my closing signature?

Practice Exercises:

http://www-rohan.sdsu.edu/~waters/assign/outlookproject.html