WRITING CENTRE Communication via emails valuable tool when used eflecively and with the right ‘eiquett.The use of formal or informal writing can be imperative to how your emails received hence keeping your audience in mind i an important step to avays corsder “The purpose of the emai wil therefore shape the formality intended audience and ‘outcome t creates, ‘When to Use an Emai Sendirg an email i better the case of + Needing to reich someone not typically availabe via telephone or in person, + Information which is not time sensitive. Consider that people usally check their emis uring business hours ony s apart of ther work therefore, unless stated otherwise, a response may ate afew days. + Sending somecne an electronic file such a images. a paper or materials fo-a course + Needing to send information to a large number of people, such as a grour a project + Keeping a record of writen communication thats easer to refer back 10, ‘void emais wher: + econtans lengthy information that requires a discussion and is better face to face Schedule a meating in ts case + Seeking information that you have direct acceso lke & sylbus or outine These are deemed unnecessary.Note: prior to writing your email consider the email address you are using to send it especialy formal ones An informal and inappropriate eral address can exsure that our email is quickly cosregarded Subject Lines “Tic c perhaps the most over looked cancent when writing an email but itis important t shoudl state the point of your email or the message your email conveys fis time serstve add a date to the subject line such as, "Meeting Friday july 12°. Do not skp this step as an email could end up in the "jk! or "Spar older Greetings and Sign-offe ‘Auwaysinchade a greeting a5 an opening and 2 sign off to cose. it is someone you are unfamiliar ‘ith or de not know very well tis beter to keep a formal tone to avid offending the person, ‘especialy ifyou are unsure. Common ways of addressing someone are ear profesor elo Ms Cowley, ioral, IFyoure referring toa larger group of people something more generic is acceptable Te when it may concern, Gr Hell everyone, For your closing something bri and fendly wil usaly 6, suchas Thank you Bast Wises, See you tomorrow egos. Follow any one of the above with your name etting the receiver knows wo is emailing them. ‘especialy iit an invoductory email or you ae unfarilar withthe persox-Adging your tle and the organisation or afation you belong to can help in caring this For example: Jessie Bonulos Research Aesstont Olver earning sce Frogcrts Unies Css of 2012 \Vénen wring a formal message lke a jab application, consider ending with a closing sor to 8 business letter: Sneerey, (Ge Respectful yoursFormating & Structure Plan your email prior to writing and sending it. Ths wil ensure that its organized snd strucuraly sound, delivering a clear and cohesive message or conveying a concern you may nave. ‘Ths il better ascertain a response in alignment with your intention. Consider the tone of your writing and presentation. A: with anything that written. so ‘much of what is delivered in person i ast Ike voce inflection, gestures or other cues Therefore, itis best to keep it simple and avoid sarcsm and jokes or anything which may come across as rude or presumptuous. ‘Aim for concite, clear language and paragraphs. Ao eral thats undear will equi a fallow up eral to explain it this miscommunication fs not what you are aiming forThe fllowng is 2 gidsine to avoid this [State the purpose of your ema atthe beginning after your greeting 2 Provide context for your receiver there fs a question or evidence you need to ined regarding a problem, add it For example, errors codes which come up fora webpage lr computer program help who youre writing ta, to understand the pratlem When esponcing to an ema estate the relevant information from the sexder 3. Use paragraphs to clearly separate thoughts and points Write anew eral fthere are ‘too many occurring in one ema 4. Conclude your email with your desired outcome, especial ifit has a due date on it For ‘example, "I need the recommerdition letter by end of day Friday” Give the person enough time to ensure that this is done and highlight necessary information Format your message accordingly [ing tools, such a: color and talicsing can work to youradvartage. Also the use of white space (paragraphs) and bulet points can bring attention to partir areas of your message, Make sure to not overdo ft. Proofread. This can save you from a sight word error that could make your message clsconcerting. Check for grammar, punctuation speling errors and awkward ahraing, Things to Consider Before Sending an Emall Is thi sutable for an email ori better delivered face-to-fice or with a phone cal “What és the purpose of this ema and wil the receiver conser it important? Or wilt be seen as an arnoyance or waste of ie? Does the formality and sive of my writing sut is audience? Hive | inchide al attachments and relevant information? Wil it be understood? ‘Havel identified myself property so thatthe person can respond according?: A i i ; E-Home a