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    sana zainab awan
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    This document provides guidance on writing effective emails. It discusses that email is a unique form of writing that requires consideration of purpose, style, delivery, and audience. The document offers tips on when to send an email versus using another form of communication. It also outlines best practices for email components like the subject line, greetings, sign-offs, copying others, getting responses, and questions to consider before sending.

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    This document provides guidance on writing effective emails. It discusses that email is a unique form of writing that requires consideration of purpose, style, delivery, and audience. The document offers tips on when to send an email versus using another form of communication. It also outlines best practices for email components like the subject line, greetings, sign-offs, copying others, getting responses, and questions to consider before sending.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    Download as pdf or txt
    13 views2 pages

    Email Writing

    Uploaded by

    sana zainab awan
    This document provides guidance on writing effective emails. It discusses that email is a unique form of writing that requires consideration of purpose, style, delivery, and audience. The document offers tips on when to send an email versus using another form of communication. It also outlines best practices for email components like the subject line, greetings, sign-offs, copying others, getting responses, and questions to consider before sending.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    of 2

    Email Writing

    Although email is a valuable tool, it is also a unique genre of writing that can create some challenges for
    writers. Email can be used to: contact friends, communicate with professors or bosses, ask questions, and
    apply for jobs, internships, and scholarships amongst many other uses. Your email should consider purpose,
    style, delivery, and audience. This handout is designed to help you navigate the different kinds of emails you
    might send and the elements that compose them in order to most effectively achieve your purposes.

    Do Send Email When: Do Not Send an Email When:


    • The person cannot be reached by phone • Your message is long, complicated, and/or
    • The person is not located in the same part of requires discussion
    the country/world • Your information is private
    • The information you need or want to share is • The information is emotional or your tone
    not time-sensitive could be misunderstood
    • You need to send an electronic file
    • You need to share information with a large
    group quickly
    • You need a written record of your
    communication

    Components of an Email
    Subject Line
    A subject line should be like the headline of a newspaper. A subject line should tell your reader the purpose of
    your email in a concise manner but should be more than one word. “Hi” or “FYI” don’t tell the recipient anything
    about your email, but “Question about Class Thursday” or “Need help understanding the homework” tell
    your reader the purpose of your message.

    Greetings
    Don’t start off the body of your email without first greeting the recipient. If you are not sure about how to greet
    your recipient, it is usually best to address them more formally in order to avoid offending them. Common
    greeting examples include: “Dear Professor Johnson,” or “Hello Mr. Smith,”. If you are unsure whom you are
    addressing such as in a case where you are addressing several people with one message try something like: “Dear
    Selection Committee,” or “Hello everyone,”.

    Sign-off
    The closing or sign-off to your email lets the recipient know who you are. Always sign off with your name such as:
    “Thank You, or “Sincerely, Be sure to consider the level of formality you audience will expect when signing off.
    John Smith” Mary Jane”

    Connors Writing Center Dimond Library 329 . UNH . [email protected] 603-862-3272

    This page was adapted from The Writing Center, University of North Carolina at Chapel Hill
    Carbon Copy and Blind Carbon Copy
    Carbon copy (Cc)
    Carbon Copying individuals on an email sends your message to the recipient while also sending someone else
    a copy. This can convey the same exact message to more than one person. In professional settings, copying
    someone else on an email can help get things done, especially if the person receiving the copy is in a
    supervisory role. For example, copying your boss on an email to a non-responsive co-worker might prompt
    the co-worker to respond. Be aware, however, that when you send a message to more than one address using
    Cc:, both the original recipient and all the recipients of the carbon copies can see each person who receives
    it.
    Blind Carbon Copy (Bcc)
    Blind copying emails to a group of people can be useful when you don’t want everyone on the list to have
    each other’s addresses. If you don’t want any of the recipients to see the email addresses in the list, you can
    put your own address under To: and use Bcc: exclusively to address your message to others. However, do
    not assume that blind copying will always keep recipients from knowing who else was copied—someone
    who is blind copied may hit “reply all” and send a reply to everyone, revealing that they were included in the
    original message.

    5 Tips To Help Get Responses to your Emails


    1. Briefly state your purpose for writing in the very beginning of your message.
    2. Be sure to provide the reader with some context. If you’re asking a question, cut and paste any relevant
    text into the email so that the reader has some frame of reference for your question. When replying to
    someone else’s email, it can often be helpful to either include or restate the sender’s message.
    3. Use paragraphs to separate thoughts (or consider writing separate emails if you have many unrelated
    points or questions).
    4. State the desired outcome at the end of your message. If you’re requesting a response, let the reader know
    what type of response you require.
    5. If you’re requesting something that has a due date, be sure to highlight that due date in a prominent
    position in your message. Ending your email with the next step can be really useful, especially in work
    settings (for example, you might write “I will follow this up with a phone call to you in the next day or so” or
    “Let’s plan to further discuss this at the meeting on Wednesday”).
    Questions to Ask Before You Hit Send
    • What is my purpose for sending this email? Will the message seem important to the receiver?
    • How much email does the reader usually receive, and what will make them read this message (or delete it)?
    • Do the formality and style of my writing match the expectations of my audience?
    • Did I identify myself and make it easy for the reader to respond in an appropriate manner?
    • Will the receiver be able to open and read any attachments?

    Connors Writing Center Dimond Library 329 . UNH . [email protected] 603-862-3272

    This page was adapted from The Writing Center, University of North Carolina at Chapel Hill

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