EMAIL

UNIT 1 DELIVERABLE: Professional Email

Introduction

The world runs on email. It is perhaps the most common method of

communicating in the workplace today. Proficiency in writing emails is

paramount in your day-to-day communication as these will be a regular

part of your job and can also drain your time. While emails are not as

formal as letters or memos, they do require a certain professionalism as

well as tact. Emails are legally binding documents, so be careful what

you say and how you say it. Emails differ from other forms of writing in

that the reader wants to know what you “want” in the beginning; get

right to the point. Also, emails are generally short. Look at the examples

in Chapter 14 of the textbook.

Assignment Connect what you have learned from the Pre-Assignment Tasks and

specifically from the material in Chapter 14, Email and Text Messages,

to construct a professional email.

Purpose

The purpose of this exercise is to practice communicating at a

professional-level. Pay attention to the following: email etiquette, the

rhetorical situation (to inform, persuade, discuss, clarify, respond,

complain, praise/congratulate, etc), organization, approach, and carefully

reading your audience (this will guide your tone and style).

Also be mindful of your grammar and spelling as these are two of the

most complained about (by employers) issues regarding emails. Also of

extreme importance is tone. A nastily, or hastily, written email will only

earn contempt and likely not get the results you need.

Instructions

Using either Word or your email program, write an email with a serious

issue or concern to a company, government entity, a superior, or other of

your choice. You will not actually email the correspondence, unless you

so choose, but rather upload a screenshot to the appropriate portal in

Blackboard. See submission instructions below.

Examples

1. Write to your local grocery store asking that they post the levels of mercury in the fish, its origin, method of catch, etc.

2. Write to your local officials supporting or opposing a proposed policy change, bond issue, or city project.

3. Write to a local business about an issue you had with service or a product.

4. Write to a superior at work (not a complaint) with a suggestion for improving a procedure or process.

5. Choose an option from the General category in the textbook from pages 321-322.

Rubric This item is not so much a method for me to assess your deliverable as it is a checklist for you to use while constructing it. I suggest you see the

rubric table below before creating your document.

Submission Submit a screenshot of the document to Blackboard using the dropbox portal in the DELIVERABLES module (located on the left-hand column

of the course page). See this tutorial for Using Screenshot. Using a

screenshot will help you keep the length of your email length down.

Assessment Rubric for A-1 Email

Requirement

Meets All Meets Some Meets None

All Basic Features Included

 To line

 Cc and Bcc lines

 Subject line

 Attachment line

 From line

 Salutation

Introduction

 States Reason for writing (why you are writing)

 States Objective (what you

hope to accomplish/or what you

want to happen)

Body

 Provides background info as necessary

 Stresses Importance of the matter in real terms

 Provides other necessary info so reader can make a decision

or take action

Conclusion

 Thanks the reader

 Restates reason for writing and objective

 Reiterates importance of the matter

 Looks to the future

Includes a Complete Signature Line

Tone and Style are Appropriate

Mechanics

 Grammatically Correct

 Spelling is Correct

 Word Choice is Correct

 Sentences are breath-length or shorter

Precision

 clear, concise, to the point without excess words

 is not excessive in length

 is visual as necessary