Considering audience when writing e-mail messages

In academic, business, and public contexts, you will want to show readers that you value their time. Here are some strategies for writing effective e-mails:

  • Use a concise, meaningful subject line to help readers sort messages and set priorities.
  • Put the most important part of your message at the beginning so that your reader sees it without scrolling.
  • Write concisely; keep paragraphs short.
  • For long, detailed messages, provide a summary at the beginning.
  • Avoid writing in all capital letters or all lowercase letters.
  • Proofread for typos and obvious errors that are likely to slow down readers.

You will also want to follow conventions of etiquette and avoid violating standards of academic integrity. Here are some strategies for writing responsible e-mails:

  • E-mail messages can easily be forwarded to others and reproduced. Do not write anything that you would not want attributed to you.
  • Do not forward another person's message without asking his or her permission.
  • If you write an e-mail message that includes someone else's words—opinions, statistics, song lyrics, and so forth—let your reader know the source for that material and where any borrowed material begins and ends.
  • Choose your words carefully because e-mail messages can easily be misread. Without your voice, facial gestures, or body language, a message can be misunderstood.
  • Pay careful attention to tone; avoid writing anything that you wouldn't be comfortable saying directly to a reader.