Communicating Professionally in Emails

This is a professionally-geared course, so all communication in the class, including emails to the instructor, should reflect the work we are doing in the course.  Particularly, all communication should effectively address the audience and purpose.

 

Email communications in class and in your future workplaces will be more formal than you are used to. Keep the following in mind:

 

·    Never send an email without indicating the following:

o       Audience – Who are you writing?

o       Purpose – In other words, why are you writing this email?

o       What attachments are included in the email? What are they for?

o       Who is sending it?  Always sign your name to emails, and if applicable, indicate your position and contact information below

·    Be clear and to the point.

o       Emails shouldn’t be considered a replacement for other types of documents. If you absolutely need to write a long email, point out your purpose at the very beginning so the reader doesn’t need to search for it. Use headings as well.

·    Don’t write informally unless you are very sure that you are free to do so.

o       Don’t assume you can write informally just because your recipient has written informally first.

o       Avoid using smiley faces (i.e. J ) or anything similar in emails unless you know the individual very well – Use your best judgement.

·    Do a spell check

o       If your email program doesn’t have a spell check, write your email in a word processing program first

o       Double check the spelling of the recipient’s name.  No one likes to have their name misspelled!

·    Make sure you know how your recipient prefers to be addressed.

o       Never refer to a person by his/her first name or shorten the given name unless invited by the individual to do so. If s/he didn’t tell you specifically, don’t do it!

o       Refer to a woman as Ms. if you are unsure of her marital status and/or preferences.  If she wishes to be called Mrs. or Miss, she will tell you.

·    Remember that emails can reach unintended audiences.  Double and triple check the email address – you don’t want sensitive information to reach the wrong people!

·    Don’t say anything in an email that will reflect poorly on you or your work.

·    Emails can easily be forwarded to unintended audiences and are archived on the server.  Often workplaces have policies concerning email communication and what is appropriate.  Make sure you read any guidelines or ask your superior about these rules.  Particularly, watch what you say and who you talk about.