II. Writing an e-mail
1) Definition/differentiation
An e-mail is a form of short and concise written communication via electronic media (computer-mediated asynchronous communication). Because the exchange of messages can be so fast, e-mail is more conversational, much less formal than traditional letters. E-mails may be more informal or rather formal, depending on the addressee's closeness to the writer.
Here is what the "compose" or new message screen looks like in Hotmail:
|
|
2) Structure
Subject
Give the message a subject/title. E-mail messages without a subject may not be opened because of a fear of viruses and especially note that it is very easy to forget to type this important information.
Keep the subject short and clear but avoid such headings as: ‘Good News’, ‘Hello’, ‘Message from Mary’. These headings are common in messages containing viruses. The subject should be short but specific.
Greetings
It helps create a friendly tone. The choice of using the other name versus the surname will depend on who you are writing to. If you have communicated with the receiver previously and he/she is at a similar level to you, then the use of the other name would be appropriate. If the receiver is more senior to you, or if you are in doubt, it would be safer (particularly in the first communication) to use the person’s surname/family name together with a title, e.g. Dear Mr Smithson, Dear Ms Stringer. It is also becoming quite common to write the greeting without a comma, e.g. Dear Miss Lawson; .g. Dear KK
Body
Start off with a casual "Hello", "Hi", "How are you?" or "Hey (name)!"
Begin by saying you haven't spoken in a while and ask them questions about their lives like "How's your family?" or "What's new in school or work?".
Update them on what's been going on in your life lately. Pictures are always a great addition. Optionally, you could also discuss current events.
Let them know what has been going on with common acquaintances.
Ask if you can get together sometime.
Closure
Close with a "See you soon" or "Love from", or something to that effect. It may vary depending on how much you consider them a friend.
3) Stages
1. Write the electronic address and check it for correctness
2. Structure your email components
3. Draft your e-mail
4. Check your language for style, tone and task response.
4) Tips
- If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal.
- When writing to someone you know well, feel free to write as if you are speaking to the person.
- Use abbreviated verb forms (He's, We're, He'd, etc.)
- Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary.
- It is not necessary to include your email address as the recipient can just reply to the email.
- When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email.
- don't even try to write an email if you're angry, upset, drunk, or otherwise not in total control. Count to ten before clicking on the “send” button.
- KISS (Keep It Short & Simple) keep your sentences short, largely because the screen is a particularly unfriendly reading medium for most people's eyes. Include only one main idea or thought per sentence. Get straight to the point and keep to it. And if you list more than a couple of items, use bullet points.