Email Basics
This communication tool creates messages that can easily be forwarded or archived.
What is email?
This part of the email should include a polite opening like “Dear Ms. Johnson.”
What is the greeting?
Words like “please” and “thank you” help create this type of tone.
What is a polite tone?
An email without this is more likely to be ignored.
What is a subject line?
You should verify the correct people are listed in these fields.
What are To and CC?
This should clearly describe what your email is about.
What is a subject line?
This section should start with a clear purpose such as “I am writing to confirm…”
What is the body of the email?
This should be avoided because it can easily be misunderstood in emails.
What is sarcasm or humor?
This should always be done to catch typos and errors.
What is proofreading?
This option allows recipients to receive an email without others seeing their address.
What is BCC?
Before writing an email, you should ask yourself this question about the purpose of the message.
What is Why am I sending this email?
This section includes your name, job title, and contact information.
What is the email signature?
Emails should be short but also not sound like this.
What is abrupt or rude?
Sending messages to everyone unnecessarily is called overusing this feature.
What is Reply All?
This helps ensure you didn’t forget to include files.
What is confirming attachments?
If an issue is complex, this type of communication may be better than email.
What is a phone call or face-to-face conversation?
Using these can make multiple questions easier to read.
What are bullet points or lists?
Emails to clients usually require more of this than emails to coworkers.
What is formality?
You should pause before hitting send to review this.
What is tone and content?
Reading your email out loud can help check these.
What are grammar, tone, and accuracy?
If an email has multiple purposes, you should consider doing this for clarity.
What is sending separate emails?
Examples include “Regards” or “Thank you.”
What is the closing?
Professional emails show this for the reader’s time and role.
What is respect?
If the reader has to guess why you emailed, the message has this problem.
What is an unclear purpose?
Before sending, you should ask yourself if you’d be comfortable if the email was this.
What is forwarded?