Proper Email Etiquette and Form:
Always fill out the subject line.
If you are sending an email for the first time, identify yourself.
People will often delete emails from unknown senders thinking the
message contains a virus or is unsolicited ‘spam-mail.’
3. Begin the email with a salutation followed by either a comma (,) or a
For example, “Dear Ms. Borger:”
4. Keep your
message brief and to the point.
sending professional email, avoid odd fonts, colors, and images that are
distracting and use unnecessary storage space.
sending an email, do not simply hit “reply” to an old message that has
nothing to do with your new message.
Create a new email—even if it means looking up the recipient’s
address—or erase the irrelevant information.
7. Always include a closing and a signature. Do not assume the recipient will be able to identify you solely according to your email address.
Observe how others write e-mail where you work
Provide an informative, specific subject line
Keep your messages brief
Use a simple structure: state your topic, summarize background information, and present your main point and supporting material.
Exclude information not directly related to your main point.
Stick to one topic.
When quoting from previous e-mails, include only the relevant lines.
Make your message easy to read on screen
Write short paragraphs.
Put blank lines between paragraphs.
Protect privacy with e-mail
Be careful about mixing personal and work-related topics.
Let strong feelings settle down before sending your e-mail.
Never include anything you would not want forwarded to other readers.
Never write something about a person you would say directly to the person.
Never include confidential information.
*From Paul V. Anderson’s Technical Communication: A Reader-Centered Approach