Email, Texts, and Instant Messaging

A primary email

contains all of the content.

transmittal email ( instsnt transition to a link)

Describes, in brief, the background and context for a longer attachment.

formatted email’s

The body contains most of the content, but also links to more detailed information.

Primary email

more casual, between you and a couple more people, but also a simple response to any issue

Transmittal

porject groups, professor, workplace hence the document attached

internal email

Within the company or organization

External Email

Such as customers or clients

When is a transmittal email best?

You need to officially send, record, and summarize the delivery of formal documents to a client, supervisor, or project stakeholder

Almost all email programs contain a standard heading section, with fields for:

“To,” “From,” “Subject,” “cc” (“courtesy copy”), and “bcc” (“blind carbon copy”)

courtesy copy

Duplicate of a letter, email, or document sent to a third party to keep them informed

Blind carbon copy

An email field that sends a copy of a message to an additional recipient while keeping their email address invisible to everyone else on the email

Email font ettiquette

Does not require fancy formatting. Use the default font of your email application for standard

emails.

You should always assume what aout work based emails?

Assume workplace emails are permanent and potentially public.

How could email be the center for legal troubles?

Often revealing more information than anyone could imagine and doing so in very public ways.

Transmittal memo:

Accompanies a package of materials, such as a long report, a manuscript, or a

proposal. It simply states that material is being transmitted and/or briefly introduces the material.

Summary or follow-up memo:

Provides a written record of a meeting or conversation, or just a recap of

a topic discussed that was not resolved at the time.

Routine miscellaneous memo:

Can cover a virtually infinite variety of everyday topics.

Salutation.

The salutation, two line spaces below the

inside address, begins with Dear and ends with a

colon (Dear Ms. Hanson:).

Text.

Use a standard introduction, body, and conclusion format.

Complimentary closing.

The closing, two line spaces below the last line of text should parallel the

level of formality used in the salutation.

Signature.

Type your name and title on the fourth and fifth lines below, aligned with the closing. Sign

in the space between the complimentary closing and typed name.

Attention line.

Use an attention line when you write to an organization and do not know your

recipient’s name but are directing the letter to a specific department or position. Place the attention

line two lines below the inside address.

Subject line.

Typically, subject lines are used with memos, but if the recipient is not expecting your letter,

a subject line is a good way of catching a busy reader’s attention. Place the subject line below the

inside address or attention line with one line space before and after.

Typist’s notation.

If someone else types your letter for you, your initials (in CAPS), a slash, and your

typist’s initials (in lowercase) appear below the typed signature, flush with the left margin.