The document provides tips for effective email writing. It discusses selecting the proper audience and using descriptive subjects. Issues like changing topics without updating the subject, including multiple topics, and displaying all recipient addresses to each other are highlighted as common email habits that cause problems. The document also outlines the basic structure of an email, including addressing, subject, message text, attachments, and signatures. General rules are outlined such as avoiding all caps, checking spelling and grammar, and using proper written language.

1. Effective Email Writing
 What is E-mail.
 How to make an Effective E-Mail.
 Few common email habits that cause
problems.
 Structure of E-Mail.
 Basic rules.
 Some other important aspects.

2. How to Make an Effective E-
mail
 Selecting Your Audience Correctly.
 Using Distribution Lists.
 Composing Your Messages – Make
the heading meaningful.
 Keep each message short and clear–
Start each message by stating its
purpose/context.

3. Few common e-mail habits that
cause problems
 Changing the topic without changing
the subject.
 Including multiple subjects.
 Misaddressed recipients.
 Displaying addresses of recipients
who are strangers to each other.

4. Structure of E-Mail
 Addressing - It’s the address of the recipient. Use BCC
to protect Email addresses unless everyone knows
each other.
 Subject - Precise headline for the message. Makes
easier to handle of email. Avoid sending e-mail with No
subject.
 Message Text - Keep the message focused and
readable. Keep it short. Use paragraphs, break into
paragraphs, skip lines between. Avoid fancy typefaces,
smiley's and emoticons.
 Attachments - Cut and paste relevant parts of
attachment into text of Email. Use URL links instead.
Always double check the attachment before sending the
email.
 Signature - Use an appropriate signature. Brief (4-5
lines) Informative provide all contact information.

5. General rules of Email writing
 ALL CAPS IS CONSIDERED
SHOUTING.
 So is over punctuating!!!!!!
 Not using capitalization or punctuation
makes e-mail hard to read.
 Text messaging abbreviations r
confusing 2 ur co-workers.
 Check spelling and grammar before
sending.
 Keep slang at a minimum.

6. Basic Rules of Email
Communication
 Remember that direct language can
sound harsher in emails than in
person.
 Use proper written, not spoken,
language.
 Do not assume that the reader will
“get” a joke or understand sarcasm.
 Be thoughtful and respectful in what
you write.
 Choose your words carefully.

7. Rules
 3 Volley Rule
- If a topic is bounced back and forth more
than 3 times it is time to pick up the phone
or schedule a meeting.
 24 Hour Rule
- It is okay to write a heated e-mail, just wait
24 hours before you send it.

8. Discussion, Questions and
Comments