LANGUAGE AND THE

INTERNET

BY DAVID CRYSTAL

The Language of e-mail

Web and Multimedia Translation

MTSM541

Dr. Ahmad Khuddro

Done by Ola Hamada

March 2018
Outline
1. Introduction
2. Structural Elements
2.1 Header
2.1.1 Language of the Subject Line
2.2 Component of the e-mail
2.2.1 Greeting
2.2.2 Farewell
2.2.3 Body
2.2.4 Misspellings
2.2.5 Dialogic Character
3. Body of the email
3. 1 Distinctive Features of the body
4. The Uniqueness of e-mail
5. Uses and limitation of e-mail
6. Closing Remarks
1. Introduction
E-mails have made the communication process much easier and
facilitated data exchange among user such as sending and
receiving documents, pictures, audio or video files. The e-mail
system has developed significantly since it started in the 1990’s.
Throughout this presentation we will look at the components of
the email, its usage, its language, its qualities and limitations.
2. Structural Elements

• ‘Compose’ screen displays a bipartite structure,

with a preformatted upper area (the header or
heading) and a lower area for the main text (the
body or message).

• If we choose to attach a file to the e-mail, a third

space becomes available.
2. Structural Elements
Each email consists of fixed elements and known as
functional elements. The interface of the email follows a
standard outline that consists of :
• The header of heading

• The body or the message

• Attachment
2.1 The Header or Heading
It contains four core elements:
1. The e-address (or addresses) to which the message is being
sent (following To:).

2. The e-address from which the message has been sent

(following From:).

3. A brief description of the topic of the message (following

Subject:).

4. The date and time at which the message is sent (following

Date:).
2.1 The Header or Heading

• These elements vary according to the domain and system of

the email. Some elements may not be available or they might
be in different order.

• When the message is received, these are the core elements

that will appear in the receiver’s inbox.
2.1 The Header or Heading
Additional elements are available such as:
1. Cc which stands for carbon copy, the primary recipient of the
message is informed these a copy has been sent.

2. Bcc which stands for blind carbon copy, but without the
primary recipient knowledge of the copy.

3. Paper clip symbol for attachments.

4. Exclamation mark symbol appears to the recipient to indicate

the priority of the message.
2.1 The Header or Heading

• All addresses email should be followed by @ and the domain

of the receiver or the message will bounce back by the
sender’s software.

• In case of several recipients, the order of the addresses

matters.

• Cc, Bcc, and Exclamation mark should be used cautionary and

meaningfully.
• The sender’s email address should reflect maturity and
responsibility in order to be taken seriously and
professionally.

• It should be something easy to remember, short, and

relevant.
2.1.1 Language of the Subject Line
What should write in the subject?

Is it important?

Is it a good idea to send an e-mail without a subject? No Subject

2.1.1 Language of the Subject Line
• Critical elements over the priority of the message.

• Gives an idea about the content of the message.

• It should be clear, brief, relevant, and concrete because there

is a limit on the characters to be written.

• It should be very specific, for easy retrieval later on.

• Plenty of emails get directed into the junk just because of

their subject description.
lengthy subject descriptions will be truncated, often intriguingly,
2.2 Body of the e-mail

Component of the body:

1. The obligatory item is, a message of some sort.

2. Preceded by a greeting (salutation, opening)
3. Followed by a farewell (signature or closing).
2.2 Greetings and Farewell

Think of some of the commonly used greetings and

farewell expressions and phrases then categorize
them into formal and informal.
2.2.1 Greetings
• They express a wide range of effects, from most formal to most
informal.
• Indicate several kinds of social relationship and intimacy.
Several types of email have no greeting at all, this include:
• First messages from people who do not know the recipient.

• Within institutions, e-mails can be mainly used for the sending

out of information and instructions to all members of staff.

• Between people who know each other, when the e-mail is a part
of a two-part interaction.
2.2.1 Greetings

Factors lead to wide range of greetings display:

1. Social relationship
2. Subject-matter
3. Time-pressure
4. Mood
5. Location of the name
2.2.2 Farewell
Two elements are available:

1. A pre-closing formula (of the Best wishes, affection, gratitude,

expectation, communicative intent, and so on.)

2. The identification (ID) of the sender (name, Titles,

qualifications, address, communication details and so on),
and the signature.
Each element is placed on a separate line, usually spaced
away from the message body.
Pre-closing Examples:

• Lots of Love,

• Thanks for Everything,

• See you soon,

• Let me know if this isn’t clear,

• Yours sincerely,
The farewell element has two important functions in e-mails, as
distinct from traditional letters:

1. It acts as a boundary marker, indicating that further scrolling

down is unnecessary.

2. The farewell has an extended identity function. Particularly in

the case of forwarded emails.
• In informal interaction, it is common to see the use of
initialisms either the initial letter of just the first name, or of
both the first name and surname. Example 0 or O.H.
Signature:
• Automatic signatures are inserted by the mailer software.
• Some add a character note, often framed typographically such
as a slogan, logo, favourite quotation, piece of personal
promotion, or even a ‘picture’ (constructed out of keyboard
symbols).

• Single-word formulae such as Thanks or Best (or abbreviated

forms, as with THX or TTFN “ta-ta for now = Goodbye for now”
2.2.2 Farewell
Variation in all the former mentioned displays depend on

cultural differences, which should also be taken into account

such as the differences of taste between people of different

ages, personalities, professions, and social backgrounds.

2.2.3 Body of the e-mail

Language properties result from the two chief

factors which define the e-mail situation:

The dynamic nature of the

The limitations imposed by dialogue between sender and
the screen and the receiver (forwarding or
associated software replying, software
interference, editorial
interference … etc).
Five rules of using e-mail (Flynn and Flynn,1998:4)
Rules Gloss

Write as though Mom were reading ‘Write to the widest audience imaginable.’ ‘If your message is too personal,
confidential or important to write generically, reconsider e-mail as your
vehicle.’

Think big picture ‘Always provide a brief executive summary at the beginning of the
document.’

Keep an eye on spelling, grammar and ‘You can be sure your readers will notice.’
punctuation

Don’t use e-mail to let off steam ‘Compose yourself before composing your message.’ ‘Never use obscene,
abusive or otherwise offensive language.’ Don’t flame [p. 58]

Don’t send to the world ‘Respect others’ electronic space, as you

would have them respect yours.’ Don’t spam [p. 57].
2.2.3 Body of the e-mail

Message clarity on the screen is a major concern

when writing emails. Clarity involves legibility and
intelligibility.
 2.2.3 Body of the e-mail
Legibility: The quality of being clear enough to read.

Examples: Adding a white space between paragraphs, using

bullets and numerals, and writing short brief sentences.

• There is no guarantee that the message will appear in the

same configuration when it reaches the reader’s as
reproduced on the writer’s screen.
 2.2.3 Body of the e-mail
Intelligibility : Able to be understood; comprehensible.

• Speed and spontaneity (lack of editorial) will affect the quality

of the written language, and misspellings, grammar mistakes
and punctuation errors can occur.

• By drifting away from the norms of standard English, the

greater the likelihood of unintelligibility. So informality is not
advised.
2.2.4 Misspellings

I’ll procede with the practical arrangments.

Hav eyou got the tikcets yet?
• The reader is unlikely to be misled by such e-lines.

• However, some misspellings are confusing.

Cab we reach you by 8?
2.2.4 Misspellings

• Misspelled words distract the reader by diverting attention

away from the idea you are expressing.

• Misspellings are not only annoying and confusing,

they also cause the reader to question your credibility
and incompetency.
2.2.5 Dialogic Character
Conversation is indicated by the presence of direct feedback
expressions, just as in everyday conversation, or elliptical and
anaphoric (referring-back) devices.

Such as:

• Yes, I think you’re right [about what?]

• No, I won’t be there [where?]
• Fine by me [what is?]
• Indeed – couldn’t have put it better myself [put what?]
• He’ll meet you at the station [who he?]
2.2.5 Dialogic Character

An explicit acknowledgement of the existence of a previous

message is common.

Such as
• Thanks for your message,
• Many thanks for your thoughts,
• Sorry for the delay in replying ..
• Formality varies greatly (Thank you, Thanks, THX, Ta . . . ).
3. Body of the email

There are some differences between personalized and

institutionalized (ads, newsletters, business reports, press release
etc.) e-mails.
3. Body of the email
Personalized institutionalized
Length of the text Single screen view Much longer

Number of the Less More

paragraphs

Structure of the Short structure with many Short structure with less
paragraphs single-line paragraphs single-line paragraphs

Institutional emails are long due to the insertion of all kinds of

extraneous matter into the body copy, such as hypertext links).
3. Body of the email

- When materials such as reference letters, job applications,

or referee reports submitted by e-mail, inevitably a small part
of the ‘meaning’ as intended by the author of the report is lost,
and some of the authorial control of the text has shifted
to the editor.

So, now anyone send anything by e-mail, more or less should ac

that an editorial re-formatting will inevitably come into play.
This is not in itself novel, journalists, for example, have long bee
3. Body of the email

• Anyone sends anything by e-mail, more or less should accept

that an editorial re-formatting will inevitably come into play.

• For example, journalists have long been used to having their

copy altered by senior editors.
3. 1 Distinctive Features of the body

• Features such as screen structure, message openings and

closings, message length, dialogic strategies, and framing
are central to the identification of e-mails.

• Less important stylistic features are graphology, grammar, and

lexicon variety.

• Informal features of a message such as the use of contractions,

Loose sentence structure, subject ellipsis (Will let you know),
colloquial abbreviations (bye, cos, s/thing),
and “cool” acronyms (LOL, CU, T.C)
3. 1 Distinctive Features of the body
• Rhetorical questions also seem to be common in e-mails than
in other varieties of written English.

• Advertising e-mails are full of them to reflect the style that

is heard in commercial broadcasting.
How would you like to win . . . ?
Why wait?
What could be more addictive than both Pokémon and
pinball except a blend of both? Catch’em early by pre-ordering
for just 22.99 $
• These question are often ambiguous and Self-answering.
3. 1 Distinctive Features of the body
• Young Internet users tend to be informal during Internet
exchanges such as saying:
Helllllloooooooo!

• Reduced use of capitalization, which may involve either gramma

(e.g. sentence-initial) or lexicon (e.g. proper names), or both.

• The usual range of punctuation expressiveness may be seriousl

extended:
Yes!!!!!!!!
WHAT?????
3. 1 Distinctive Features of the body

• Smileys are not frequently used except in exchanges between

teenagers. Smileys are the equivalent of e-mail slang and
should not be used in formal messages.

• Ingenious keyboard typography may also be used to make

material stand out, using asterisks, hyphens, bullets, pipes,
and other symbols to create panels, boxes, and borders.

• Color is also present, being routinely used to highlight

hypertext links (www or @ addresses).
4. The Uniqueness of e-mail

• A cross between a conversation and a letter, email is as fast as a

telegram and as cheap as a whisper.

• A telegraph, a memo, and a palaver rolled into one.

faster than a speeding letter, cheaper than a phone call.

• A strange blend of writing and talking.

• Like an electric letter or a quiet phone call.

4. The Uniqueness of e-mail

E-mail has an element of the following:

• The memo: in fixed header structure.
• The telegram: in style.
• The Telephone conversation: in dialogue style.
The informal letter: in reliance on greetings and farewells.
• the use of informal written features in the message body.
Better than the letter in obtaining a quick response.
4. The Uniqueness of e-mail

Is e-mail appropriate for expression of negative content,

such as breaking off a relationship or reporting a
family death ??

There is a widespread feeling that letters are better than e-mails

for expressing negative content, such as breaking off a relationship
or reporting a family death, and that telephone or face-to-face
conversation is also better in such cases, where the full range
of vocal nuance is needed to do justice to the meaning.
4. The Uniqueness of e-mail

E-romances

• It has been noted that people have a greater tendency to

self-disclose on the computer, compared with telephone and
face-to-face conversation – a factor which, could accounts for
the growth in e-romances.
4. The Uniqueness of e-mail

Easiest among others

E-mail has also emerged as a means of communication where

nothing was easily available before.

Such as communication between:

1. professionals with busy life-style.
2. parents and their children at university.
3. partners separated by distance.
4. The uniqueness of e-mail

• E-mail, in the final analysis, it is like none of the other

means of communication. It seems to be that it is,
formally and functionally, UNIQUE.
5. Uses and limitation of E-mail

Uses:
• E-mail is used for purposes traditionally carried out by the letter
(e.g. the sending of CVs or job applications, form-filling).
5. Uses and limitation of E-mail

Limitations:
• It has not yet replaced conventional mail (e.g. contractual matte
because of issues to do with privacy, security, and legal tradition

• It is almost impossible for e-mails to replace original copies of

house deeds, the ‘real’ documents have a special status.

• Certainly, the incompatibilities between software systems disallo

exchange of document where layout is critical, such as a legal
document or a commercial advertisement.
5. Uses and limitation of E-mail

Limitations:

It is associated with extremely serious issues such as e-bullying,

sexism, the use of libellous language, and rudeness.

There can also be ambiguities of an international kind such as

e-mails which refer to a local time (or date), abbreviations ,
geographical reference … etc.
6. Closing Remarks
• There is tendency toward Informality which is supported by feelin
that e-mails are temporary, and this promotes a sense of the
carefree.

• Messages can be easily deleted, which suggests that their conte

is basically unimportant. Because of its spontaneity, speed, priv
and leisure value, e-mail offers the option of greater levels of
informality.

• As the medium matures, this opinion will change. Hale and Scan
observe: ‘A well-written electronic missive gets to the point quick
with evocative words, short grafts, and plenty of white space’.
Spelling and punctuation are loose and playful. However, In
6. Closing Remarks
• As the medium matures, this opinion will change. Hale and Scan
observe: ‘A well-written electronic missive gets to the point quick
with evocative words, short grafts, and plenty of white space’.

• Spelling and punctuation are loose and playful.

• In educational, business, and other workplace settings,

where e-mails are routinely seen as providing a more convenient
professionalism to speed up decision-making and build strong
daily working relationships.
6. Closing Remarks
• As the medium matures, this opinion will change. Hale and Scan
observe: ‘A well-written electronic missive gets to the point quick
with evocative words, short grafts, and plenty of white space’.

• Spelling and punctuation are loose and playful.

• In educational, business, and other workplace settings,

where e-mails are routinely seen as providing a more convenient
professionalism to speed up decision-making and build strong
daily working relationships.
Conclusion
• As e-mail becomes a routine part of our social life, it will
inevitably be influenced by the linguistics patterns of its users.

• It is already used by most people as an immediate and practical

way of communication and sending formal and informal letters,
documents, and greeting cards.
Thank you for listening

Any Questions?