Editorial
You should also take note that there are 5 basic
email elements, and you should make sure you
pay attention to all of them.
1. From field – This field should contain the full name of
the sender, with initial letters capitalized.
2. Subject line – The subject line should summarize the
purpose or content of the message succinctly, using a
maximum of five to seven words.
3. Greeting – This should reflect the desired tone of the
message, based on the appropriate level of formality in
your relationship to the recipient. It should identify the
recipient by name and provide a courteous opening.
4. Message body – The body should comply with the
basic rules for e-mail etiquette. It should convey the
appropriate tone, avoid inappropriate formatting, use
proper composition, and be written clearly and concisely.
5. Closing – This signifies that a message is ending and
should use a tone consistent with that used in the
message body.
To give yourself the best chance that someone
will read your email and respond in a timely
fashion, answer the following questions to
determine how effective your message is or if it
could be more concise. Try to be objective!
• Does the message convey a single point?
• Does the message get to the point quickly?
• Are the sentences short and simple?
• Could using bullet points to group related items have
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improved the message?
Was the message complete or did you need to send
follow-up e-mails for more information?
Does the message fit into your preview pane?
•
• Were there any attachments? If so, were these really
•
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necessary?
What elements of the message convey a negative or
positive impression?
Overall, how well did you comply with the basic
guidelines for using e-mail and writing concisely?
If you keep these things in mind, you will find your emails create a professional image and your reader will be more satisfied.
Abbe Meehan is the President of the TEC Resource C