An email should be thought of as a two-way conversation, just like a written letter used to be. When you write, you should be communicating your thoughts and ideas as precisely as possible. You should also consider that you are preparing the recipient to respond to you. Make sure you create the chance for a back-and-forth.
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Think about football. You pass the ball for a reason. You have to be clear about who the receiver is and what you need that person to do. Emails are not so different. There are proper techniques just like there are proper techniques for holding and throwing a football. |
In composing emails, there are three main sections to keep in mind.
1. Salutation and Connection: opens by addressing the recipient and acknowledging them
Dear Mom,
How is your day going? I know you were worried about that presentation at work, but I bet you did a great job.
My Dearest Parents,
I hope you are having a wonderful time on vacation. So far, I have managed not to starve the dog, so you can keep enjoying yourselves with no worry.
2. Body of the Email: an explanation of why you are writing and any additional details, information or evidence you want to give. For class emails, those topics will be given to you by Ms. Bender
3. Closing and Signature: make the purpose of your email clear and sign your name
I look forward to hearing from you soon.
Sincerely, Katie
Please respond at your earliest convenience.
Love, Jose
Thank you for your time.
Kind Regards, William
1. Salutation and Connection: opens by addressing the recipient and acknowledging them
Dear Mom,
How is your day going? I know you were worried about that presentation at work, but I bet you did a great job.
My Dearest Parents,
I hope you are having a wonderful time on vacation. So far, I have managed not to starve the dog, so you can keep enjoying yourselves with no worry.
2. Body of the Email: an explanation of why you are writing and any additional details, information or evidence you want to give. For class emails, those topics will be given to you by Ms. Bender
3. Closing and Signature: make the purpose of your email clear and sign your name
I look forward to hearing from you soon.
Sincerely, Katie
Please respond at your earliest convenience.
Love, Jose
Thank you for your time.
Kind Regards, William
Before you hit "send"....
- check spelling and punctuation (No, really. Don't just glance at it. Intentionally review it.)
- check your Subject line (does it make sense? Could you make it shorter and still convey the meaning of the email?)
- check capitalization ("I" is always capitalized, even when it's a a contraction like "I'm" or "I'll." Also, your name is always capitalized.)
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ONE LAST THING
In proper emails, we must rely on words to convey our thoughts and emotions. You must never use emojis/emoticons. They take the place of precise language! |
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