Email Writing and Layout Conventions

Email Writing and Layout Conventions Tips for Content • Limit your message to one topic. Be focused and concise. • Limit your message to a single screen if possible. • Draft important messages, either on paper or on your word processor.

• Use a specific subject line. Don’t say Test Data. Instead say: Request for Beta Test Data from Epson Project • Write an introductory sentence which refers clearly to the message you’re answering. Here is the Beta Test data from the Epson Project which you requested on October 16th, 2000. • If you want a reply, be sure to include name of your company or department, your phone or fax number, as well as the email address that will be sent. Tips for layout • Chunk information in small pieces. • Use headings to identify important chunks of information. • Keep sentences and paragraphs short. Space between paragraphs. • Don’t use ALL CAPS except in headings. They are hard to read. • Use separators (e.g., or *) to separate important pieces of information. • Use sufficient white space The information below shows an email with headings, white space, chunking and separators: To: Dean Smith From: Professor Jones Subject: Dates and Agenda of Coordinators’ Meeting Here is the information you requested about the coordinators’ meeting.


The coordinators will meet again next Thursday, November 30, 2000, at 1 p.m. in the Conference Room. We hope that you will be able to attend. We are covering the following topics:

+ The cost of lunch in the Commons + Parking at graduation + Outstanding student awards

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