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Email Protocols Tutorial

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Pablo Olmedo
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18 views3 pages

Email Protocols Tutorial

Uploaded by

Pablo Olmedo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Email Protocols: How to Write a Professional Email

1. Please remember English is your preferred language for Writing and


Communication Skills/Effective Language Strategies.
2. Keep subject lines descriptive and short. Avoid vague subject lines: Make
them illustrative, clear, and actionable. They are the ‘title’ of your text.

Bad subject line: “Hey"

What are you emailing them about? It is completely unclear.

Good subject line: “Doubt about Final Paper.” This subject line leaves
no uncertainty about the contents of the email.

3. Write the email address last. When drafting your email, consider inputting
the recipient's email address last. This prevents you from accidentally
hitting ‘send’ before you finish writing.
4. Choose your email salutation carefully. Sounding too formal is a better
option than sounding too familiar.
5. Triple-check that you have spelled your recipient’s name correctly.
Do not shorten their name unless they sign their email accordingly.
6. Introduce yourself, add information about your bachelor's degree, and
what group you belong to.
7. Structure your email properly. A business email should have a simple but
specific structure, which includes a subject line, greeting, body and sign-
off. The body of your email may be in short paragraphs. Organize the
information in the body section so your recipient can easily understand
your message.
8. State your purpose clearly.
9. Be polite if you have a request.
10. Triple-check your tone and keep it professional. Think carefully about the
words you choose when writing your email and how others may interpret
your intention. Avoid negativity and sarcasm. Please be careful with
humor; it is very subjective and may not be appropriate for email
correspondence. Your recipient may misunderstand a joke. Instead of
humor, consider using a light and positive tone. Do not use all-caps; It is
unprofessional and it may misconstrue your intentions and meaning.

11. Use discretion. Please be careful when sharing information over email
because it may not remain confidential.
12. Think before sending or forwarding an email. Ask permission from the
original sender if you're unsure to whom you can forward the email.
13. Double-check attachments: If you can copy and paste information into an
email rather than attaching a document, do that. If not, let the recipient
know in the body of your email that you're attaching a document. It's also
good email etiquette to compress the document(s) or attach them in a zip
file so they take up less space in the recipient's inbox. Alternatively, you
may want to consider uploading documents to a shared location and giving
the recipient a link to access them.
14. Choose your farewell carefully. Use a formal sign-off such as: Sincerely,
Kind regards, Best wishes, Many thanks, Respectfully, Thank you for your
time, etc.
15. Proofread. Proper spelling and grammar are important when sending
business correspondence. It is always recommended to proofread your
work before you hit ‘send.’ Likewise, double-check the spelling of the
recipient's name and email address because autocorrect may alter
names.
16. Regarding punctuation, remember to use terminal punctuation (period,
question mark, or exclamation mark closing each paragraph), also pay
attention to proper use of semicolons, commas, correct salutation
punctuation, and minimal use of exclamation and question marks.
17. Write and respond emails in a timely manner. When someone emails you,
replying within 24 hours is common courtesy and generally considered a
good display of email etiquette. If you've unintentionally passed this
timeframe, apologize and politely explain the delay. When sending an
email, you may provide a gentle reminder about time sensitivities so that
the recipient remembers to reply quickly.

When in doubt, look at the sample below:

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