Module 13

E-Mail Messages

What kinds of subject lines should I use for e-mail messages?

Be specific, concise, and catchy.

Subject lines in e-mail are even more important than those in letters and memos because it’s so easy for an e-mail user to hit the delete key. With so much “spamming”—junk e-mail—hitting e-mail accounts, readers may already be in the habit of deleting anything that doesn’t look familiar or important.

E-mail subject lines should

· Be specific

· Be concise

· Be catchy

· Give good news if the message is positive

· Give negative information when the negative is serious, the reader needs the information to act, or you report your own errors

· Make the request clear if the message is persuasive

Should I write e-mail messages the same way I write paper messages?

Negative and persuasive messages will be more direct.

Because readers read and reply to e-mail rapidly—dealing with 80 to 100 messages in 20 to 30 minutes in some cases—writers need to make their e-mail messages easy to understand and act upon.

E-mail

· Is especially appropriate for informative and positive messages.

· Is appropriate for less serious negatives, but not for such major negatives as firings and layoffs.

· Should never be written when the writer is angry—avoid flaming.

· Can be used in lawsuits, so writers must be careful what they say.

· Can be used for persuasive messages. For routine requests, be direct. For others, build up to the request.

· Should not be used for major requests that require changes in values, culture, or lifestyle.

What e-mail “netiquette” rules should I follow?

Lurk before you leap.

Being a good “netizen” means

· Never sending angry messages by e-mail.

· Using full caps only to emphasize a single word or two.

· Sending only messages people need.

· Adapting to your audience’s e-mail system.

· Including only the essential parts of an e-mail message in your response.

· Using short line lengths when first composing a message in a word processor.

Should I worry about viruses?

Yes, in attachments.

Viruses can damage or destroy data; therefore, every precaution should be taken to ensure that viruses don’t corrupt computer systems. New viruses appear daily. The good news is that as of this writing viruses cannot be “caught” through e-mail. However, viruses can be transmitted through e-mail attachments or through down-loaded information. Therefore, it is critical that students take steps to combat the spread of computer viruses.