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Maximizing your E-mail

Maximizing your E-mail. Technical Writing Lesson 2. The 3 C’s of Writing. Clear – say it! Concise-say it quickly! Complete- say it all! STOP!!!!!. Just as in speaking…. Know and plan for who your audience is. Use cues so that the reader will recognize the pattern of organization.

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Maximizing your E-mail

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  1. Maximizing your E-mail Technical Writing Lesson 2

  2. The 3 C’s of Writing • Clear – say it! • Concise-say it quickly! • Complete- say it all! • STOP!!!!!

  3. Just as in speaking… • Know and plan for who your audience is. • Use cues so that the reader will recognize the pattern of organization. • Present the facts, your opinion if requested, and nothing more!

  4. E-mail Necessities • Determine your audience! • MUST include subject line • Avoid using “RE:” more than once • Courtesy copy (CC:) anyone else who needs the information • Begin with salutation determined by the audience

  5. Include necessary information to make it clear, concise, and complete • Last line should • Ask for feedback • Include invitation for more info • Thank the sender • Always “sign” closing

  6. Formal E-mail • To someone above you in the chain of command • May require a CC to other people • To reply to a formal request for information • To request information from a business or institution • To someone you do not know

  7. Sample Formal E-mail To: traill@rcs.k12.tn.us CC: student@rcs.k12.tn.us Subject: E-mail Assignment from Student Name Mrs. Trail, I’ve attached the assignment that you requested in today’s class. I believe it has all the elements that you asked for. Please review the document attached and let me know if you need any additional information to make the assignment complete. Student Name

  8. Informal E-mail • Friend • Family member • Co-worker you see on a regular basis • If the original e-mail was sent informally

  9. Sample Informal E-mail To: address of friend or family Subject: Re: Family reunion Uncle Bob, I got your e-mail about the reunion at 12:00 on the 26th at your house. I’m hoping to be able to come. I’ll look at my schedule and let you know for sure by the 23rd. Thanks for the reminder. Your first name

  10. Things to Remember • E-mails should not be long. • Anything you need to say that’ over 8 lines should be included as an attachment. • Always keep the audience in mind. • E-mails are NOT chat rooms – avoid slang and chat abbreviations (LOL, BRB, etc.) • E-mails are NEVER private. Be careful what you send!

  11. E-mail Homework • Late work is an on-going problem for students. As a senior, you want to help students understand the importance of doing their work and ensure that all work is turned in on time. • Email one of your fellow students to encourage them to turn all of their work in on time. You need to be persuasive in your email to ensure that you help that student understand the importance of this request. • Remember to ask for feedback in the last paragraph (or line) of the e-mail. Send a courtesy copy of your e-mail to me at traill@rcs.k12.tn.us . Don’t forget to sign your e-mail!

  12. E-mail Homework Tips • Be sure to send your email to someone in this class! • Courtesy copy the e-mail to traill@rcs.k12.tn.us in order to receive your grade. • Check your inbox later in the day to be sure you have not received a “message failure”

  13. How will you do this? • You will type this email with the email format (to:, cc:, subject) in a word document • Submit this to Student Apps/Assignments/traill/CFL/email assignment by next Tuesday (Monday, November 22). • Demo this process

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