This document provides guidelines for effective workplace email communication. It discusses that emails are a primary form of workplace communication and generally contain brief, specific company information. It provides tips for considering your audience, using an appropriate tone, including necessary context, and organizing messages when problem solving or discussing issues. It also covers issues like maintaining privacy, writing clear subject lines, choosing recipients, keeping messages concise and readable, and deciding when to attach documents or use emails versus memos.

1. Introduction
to
Workplace Email

2. Emails
 Are perhaps the most common and
widely-distributed forms of communication in
workplaces today
 Generally transmit smaller “chunks” of
information
 Are frequently internal documents about specific
company information

3. Short Internal and
External Documents
 Consider appropriate audience choices.
 Consider the proper tone and degree of
formality.
 Use appropriate openings and closings to show
respect and develop relationships.
 Provide enough background information for
your audience.

4. Problem Solving in
Short Messages
 Plan by considering the problem, rather
than replying hastily
 Research facts and details needed to
make your message useful
 Organize using the limited space
 Revise for clarity
 Distribute in the most effective medium

5. Privacy Issues with
Short Messages
 Poor or ill-chosen messages have legs—they
seem to wind up going where they were not
meant to go.
 Workplace writers must remember that e-mail is
not a private means of communication.
 Email messages always have the potential to
become public.

6. Subject Lines
 Subject lines are often scanned by recipients to
decide which should be read immediately and
which can be read later or deleted.
 When writing subject lines, you should:
 Make them concise and specific
 Put the most important information first
 Use all caps only in times of urgency

7. Recipients
 Recipients should be carefully considered before
sending or carbon copying (CC).
 “Reply to All” is not always appropriate.
 When replying, quote a sentence or two to give
recipient some context.
 Ask permission before forwarding a message.

8. Content and Length
 Keep messages brief and to-the-point
 Provide pertinent information only
 Quickly state a reason for writing
 Allow the message be skimmed easily
 Keep the message to a single screen

9. Paragraphs and Spacing
 Paragraphs should be no longer than a single
screen
 Email paragraphs are more concise than those in
printed documents
 Some paragraphs can be as short as one
sentence, if the information is important
 Use block format

10. Other Formatting Issues
 Avoid font styling, bulleted and numbered lists, tables,
graphics, and visuals
 Use CAPITAL LETTERS to designate a heading
 Use a single line of white space between each phrase or
word to designate a list
 Use *asterisks* on either side of a word to designate
emphasis or italics
 Use underscore characters at the beginning and ending
of an _underlined passage_

11. Signatures
 Signatures can give contact information about
the sender, such as:
 Job title
 Phone
 Fax
 Webpage URL
 Mailing information
 Whether you use a signature or not, always
include your name at the bottom of each e-mail

12. Attachments
 Use attachments when:
 The message is lengthy
 Formatting is important
 Visuals are an important part of the message
 The message will be printed and used for some
particular purpose
 Refer to the attachment in the actual email
 Minimize use of graphics and visuals

13. Choosing Between
Email and Memos
 Email
 Large audience addressed
 Rapid responses needed
 Audience geographically distant
 Message will be revised or modified
 Memos
 Longer than one computer screen
 Message requires careful formatting
 contains detailed visuals
 Contains sensitive or important information