Professional Email to Instructor

E-MAIL MESSAGES

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.

· Use headings.

· Use lists.

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