To: Evan Crisp
From: Kristy Vyfschaft, ENGL 301 Student
Date: July 14, 2022
Subject: Best Practices for Writing E-Mails
MEMO
Thank-you for reaching out about writing e-mails. Here are some useful notes for the next e-mail that you write.
- Using a detailed subject line will allow the reader a quick reference about the e-mail content and importance.
- Beginning with a formal salutation will start the email with a professional tone.
- Composing the e-mail in a word processing software first to eliminate grammatical and formatting errors.
- Writing in a positive tone and with the reader’s perspective in mind the recipient will be more responsive to the request being made.
- Avoiding acronyms in the e-mail. Not all readers are aware of the meaning, leading to communication errors.
- Including a closing that is in a formal tone.
- Signing the e-mail with a digital signature or writing a signature using a full name and title so the reader knows who they are corresponding with.
- Writing postscripts are only necessary if the information is crucial to the reader that could not be included in the body of the email.
- Eliminating pronouns to improve tone and conciseness. Using some pronouns is acceptable but reducing the amount will change the email to what the reader can do, not what has been done.
Applying these tips will greatly improve your chances of success in the future when composing e-mails. If you have any questions, please contact me.
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