How to compose an email: It never hurts to have people think highly of you
HOW TO COMPOSE AN
It never hurts to have people think highly of you
WHAT IS EMAIL?
Electronic mail allows us to send detailed information quickly.
It shouldn’t be used to avoid conversations, however. Would you
email a teacher instead of talking to him? Would you break up with a
girl/boyfriend over email?
Emails should be direct, concise and easy for the recipient to read and
understand. Let’s have a look at the parts of an email.
The subject line must be clear and specific:
• NO – “Hello” “Today” “The job”
• YES – “Application for sales position” “Order #212 for hats not
• A recipient might not open an email if he/she doesn’t know what it
WRITE A SUBJECT LINE
You would like to have your grad photo taken at Mr. Snappy’s
Studio of Fine Photography. Write an appropriate subject line for an
email you will send. In the email you will be asking about
appointment times and procedures and about the cost of the photos.
Use the appropriate level of formality.
If you know the person, you can use a first name.
If you do not know the recipient, use “Dear Mr. ___”
Would you ever write an email that starts with “Hey”?
Write a greeting for your email to Mr. Snappy
In the first paragraph clearly explain your purpose for writing.
Use standard spelling and punctuation. No BFF or LOL.
Do not use all caps. NO ONE LIKES TO BE E-SHOUTED AT.
Write an explanation for your email to Mr. Snappy.
Leave a space after your explanation.
Clearly explain the action you are asking for or offering.
• Ex. “Please send me your schedule as soon as you can so I can
arrange the best time for the baseball game.”
Write the action for your email to Mr. Snappy
Finish your email with a closing such as
This is your last chance to make a good impression. Write or sign
your name. Your email address might not clearly indicate who you
are. (firstname.lastname@example.org.... Who is that?)
Write your closing for your email to Mr. Snappy
Never send anything too personal by email.
Emails can be read, misread, shared and left on the printer.
Never send an email in anger. Wait a day or two and collect your
thoughts. You will look ridiculous if you send an email spouting off.
It is always better to be more formal rather than less formal in