The Effective Use of E-mail: How to Win Friends and Influence Professors

1. The Effective Use of E-mail: How to Win Friends and Influence Professors Creed Greer University Writing Program Dial Center for Written and Oral Communication

2. E-mail Topics Format and Stylistic Conventions of E-mail Tone and Audience

3. E-mail E-mail Format = ½ Memo and ½ Letter • Like a memo, e-mail messages contain a header. • In the header, use the subject line in every message. • Like a letter, e-mail messages contain a salutation and signature line: Dear Professor Smith: Xxxxxx. Xxxxxx xxx x xxxxxxxxx. All the best, Creed Greer • Use salutation and signature with first contact, then adjust level of formality to the situation.

4. E-mail Treat as Formal Business Correspondence • Use standard capitalization, punctuation, etc. • Create a professional user name. • Remember that records are kept. Employers and agencies store and regularly inspect company e-mail messages (AMA)

5. E-mail Example 1 To: James Leslie <jleslie@ufl.edu> From: anxiousandy@ufl.edu Subject: Date: 15 June 2000 00:21:34 Many people seem confused as to what type of format to use for the case study. Please consult with Dr Greer and get back with us. Many people want to work on this Saturday, so the sooner the better. Thanks.

6. E-mail Example 2 To: cgreer@nwe.ufl.edu, lrjackso@umich.edu, mitsukoclemmons@crc.ufl.edu,lynnerd@ufl.edu, ssm@ufl.edu Subject: Personal Statement Hi guys. The attached personal statement is the one I have written for my Duke application. I intend on sending similar statements to the other schools, with particular information [ex. specific professors with whom I would like to do research] changed to fit the particular school. Any and all comments are welcome. Be as picky as possible... check grammar, content, paragraph coherence, everything. Any suggestions about transitions, etc are also welcome. Thanks in advance. My resume is also attached for your perusal. Feel free to make comments about the resume as well. Take care and if I don't see you or talk to you before the holidays, have a happy and safe holiday. Take care. --john.

7. E-mail Example 3 To: Creed Greer <cgreer@ufl.edu> From: whoseit@fireme.com Subject: Dear Mr. Greed: Attached is my report, as you requested.

8. E-mail Example 4 To: Creed Greer <cgreer@ufl.edu> From: happything@donthireme.com Subject: You have captured my attention. What hoops do you provide in order to measure my capabilities for the position:The Dial Center for Written and Oral Communication seeks to hire a 1/4-time (10 hrs/week) graduate assistant for spring 2003. The stipend is $2000.00. The assistant will work as a tutor in UF's Online Writing Lab. The Online Writing Lab is open to a select group of high school AP students and to a growing number of UF students who need help with basic writing skills. The students submit their work and questions on-line, and tutors respond using an internet form. Karen Smith

9. E-mail Example 5 To: Creed Greer <cgreer@ufl.edu> From: mysteryman@dontreadthis.org Subject: attachment

10. E-mail Always Think About Tone • Appear helpful • Avoid condescending attitudes • Adjust formality to audience Allow for Cooling Off Time Keep Messages Brief • Use attachments for long documents • Use short sentences and paragraphs

11. E-mail Tone Your first e-mail should be fairly formal: provide context and organize details for discussion If an interchange develops, follow the tone of the responses Avoid putting sensitive or confidential messages in e-mail Don’t use “smileys” (emoticons) in academia or business:  Watch your tone: e-mail messages can sound blunt or rude because they are short and seem ephemeral