Quick overview of how to properly send an email.

2. • Formal
• Letter format
• Informal
• Lack of format
written
communication

3. • Send to the person the email directly affects
• Write the recipient’s email in the “To” field
Example: Send to Mrs. Smith because you’re
thanking her for being a great teacher

4. • Send a copy of the email to another recipient
• Notifies the recipient of the content but does not
require action
Example: Copy the principal to notify him that
his teacher did a great job

5. • Send a copy of the email to another recipient
without indicating to the original recipient
• Notifies the recipient of the content but does not
require action
• Requires confidentiality
Example: Privately copy your mom so she can
read it and no one knows you sent it to her

6. • Write a subject that is direct
Example: Thank You as the subject for an email thanking
your former teacher

7. • Address your recipient with a formal greeting (i.e. Good
afternoon, Dear, Hello)
• Use the recipient’s name with your greeting
• For formal situations, write the recipient’s title and last
name
• Use the proper title and spelling
• Research to make sure your spelling and title
are correct
Example: Dear Mrs. Smith,

8. • Use blocked paragraphs with one space (“enter”) between
the salutation, paragraphs, and closing
• Use Standard English that is grammatically and
mechanically correct and academic word choice
• Do NOT use emojis, smiley faces, abbreviated words, or
slang
• Avoid overusing exclamation points

9. • Use a formal closing (e.g. Sincerely, Respectfully, Best
regards, Best wishes, Kind regards, Best, etc.)
• Follow your closing with a comma

10. • Write your first and last name to sign off
• If applicable, write your title under your sign off
Example:
Sara Smith
Vice President

11. • Beware Reply All
• Always proofread before you send
• Save to drafts if you get interrupted
• On second or third exchanges you may not need to include
a salutation or a closing (go by the recipient’s style)