Email Structure, Formatting, and Professional Etiquette

Email Structure: Opening and Body

  • Opening Sentence (Section 19.9.4): Focuses on providing reasons for writing, responding to ongoing communication, or linking interlocutors. Examples include:

    • Following our phone conversation…

    • In regard to the upcoming pilot program…

    • In response to your job post for Marketing Director…

  • Supporting Details (Section 19.9.4.1):

    • Provide necessary background info while limiting content to short paragraphs or bullet points.

    • Address the five key questions: What? When? Where? How? Why?

    • Reference attachments explicitly and explain any required actions.

    • Maintain a polite and professional tone; avoid humor or sarcasm.

Closing and Contact Information

  • Closing Sentence (Section 19.9.5): Clarifies desired reader action in a non-commanding way. Phrases like "I look forward to hearing from you" are recommended.

  • Sign-Off (Section 19.9.5.1): Use professional closings such as "Sincerely," "Best Regards," or "Thank you,".

  • Addressor’s Information (Section 19.9.5.2): A professional signature should include:

    • Name and Title.

    • Company name and Web address.

    • Email and Phone/Fax contact details.

Formatting Styles: Personal vs. Formal

  • Personal (Informal):

    • Greetings range from "Hi, Adam" to "Dear Adam,".

    • Avoid overusing exclamation marks (e.g., "Hi!!!"), as it appears childish.

    • Closings can include "Take care," "Bye," or "Love,".

  • Formal:

    • Always use "Dear" rather than "Hi".

    • Capitalize names and use a colon after the greeting (e.g., "Dear Mr. Turner:").

    • Closings like "Sincerely," or "Yours truly," are followed by a comma with the sender's name on the next line.

Spamming and Flaming (Section 19.9.7)

  • Flaming: Sending hostile or derogatory messages. The best response is to ignore the message and refrain from responding.

  • Spamming: Sending indiscriminate, unsolicited email.

  • Prevention and Action:

    • Use the delete key for occasional spam.

    • Use filters/folders to manage junk.

    • Avoid posting email addresses on public web pages.

Email Etiquette Dos and Don'ts (Section 19.9.8)

  • Dos:

    • Use concrete, informative subject lines (e.g., "Electrical Engineering Student Requests Your Input").

    • Stick to one topic per email.

    • Use white space and standard fonts for readability.

    • Proofread carefully; do not rely solely on spell check.

    • Only use "Reply All," "CC:," and "BCC:" sparingly.

  • Don'ts:

    • Do not leave the subject line blank.

    • Do not use ALL CAPS (equivalent to shouting).

    • Do not use slang, internet acronyms (OMG, WTH), or idioms.

    • Do not include excessive emoticons/smiley faces.

    • Do not send private/secure info via email if it violates policy.

Vocabulary and Expressions

  • Politeness Levels:

    • Polite: "I would like to apologize for…" vs. Less Polite: "Sorry for…".

    • Polite: "I would appreciate it if you…" vs. Less Polite: "Can you…?".

    • Polite: "Unfortunately, I will not be able to…" vs. Less Polite: "I can't…".

  • Formality in Requests:

    • Formal: "May I come in?" vs. Informal: "Can I come in?".

    • Formal: "Would you mind if I leave early?" vs. Informal: "I’m leaving early, you don't mind, do you?".