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Editor's Notes

1. Speaker Notes: This presentation will focus on how to write an effective email, what the main components are, and what to consider when crafting your email.
2. Speaker Notes: There are three main components to consider when constructing an email. The first is the recipient. Who is this message going to, and how should they be addressed? The second component to consider is the sender. What is your relationship to the recipient? Is an introduction necessary? Have you included an appropriate signature? The third component is the content, including the subject line. Is the subject line descriptive? Is the purpose of the email clearly stated and all pertinent information included? Is the tone of the message appropriate?
3. Speaker Notes: Consider the level of formality needed based on who this message is going to and the context of the message. Is this a casual email to a friend, routine correspondence to a coworker, or a more formal message to a potential employer or client? Be sure to address the recipient by their preferred name. Consider if it would be appropriate to address this person on a first name basis or if a formal salutation is warranted. Also, consider if the person’s title should be included.
4. Speaker Notes: Unless this email is an informal note to a friend or coworker who you contact frequently, it is important to introduce yourself to the recipient. Let them know who you are and your relationship to them. Also, be sure to include your signature. A formal or business email will require your full name, title and contact information. An informal email to a friend might just need your first name as a signature. Consider the purpose and tone of the email.
5. Speaker Notes: Content can also be divided into three categories, the subject line, the purpose or main body, and the conclusion.
6. Speaker Notes: When composing a subject line be brief and to the point. The subject line should grab the readers attention and inform them of the topic of the message. Use searchable keywords so that both you and the recipient can easily find the message later if needed. Be sure to include any case, order, reference or course numbers. For example, if you are a student contacting an instructor, include your course and section number in the subject line. When constructing the main body of the email and stating the purpose for the email use clear plain language, avoid using slang or acronyms unless you are certain the recipient will understand. Include all relevant details such as dates times and durations if requesting a meeting. If you require the recipient to take action or respond by a certain time, be sure to include that as well. Including a conclusion can help you avoid sounding unprofessional or demanding. Some messages context allow for well wishes or you can simply thank the recipient for their time. For long detailed messages a brief recap of the of the main purpose of the email can be helpful. Keep the conclusion short and professional.
7. Speaker Notes: By taking all of these components into consideration you will be able to construct clear effective messages and limit the need for time-consuming follow up questions. Thank you for your time.