Many students and instructors rely on e-mail to exchange information about assignments and schedules as well as to follow up on class discussions (see Figure 22.3). Like other business correspondence, e-mail messages are usually concise, direct, and limited to a single subject. Although most memos and business letters sent by e-mail should maintain a fairly formal tone, most other e-mail messages may be polite but informal. Because of the deluge of e-mails, e-mail messages should always include a clear, accurate subject line.

In many organizations, e-mail messages are replacing memos. When you send a memo electronically, make sure the headings automatically provided by the e-mail program convey the same essential information as the content headings in a traditional memo. If you are part of a large or complex organization, you may want to repeat your name and add such information as your job title, division, and telephone extension in a “signature” at the end of the document.

E-mail is a broader medium of communication than the business memo. Nevertheless, in anything other than quick e-mails to friends, you should maintain a professional tone. Avoid sarcasm and humor, which may not come across as you intend, and be sure to proofread and spell-check your message before sending it. Also, because e-mail messages are accessible to many people besides the intended recipient, always be careful about what you write in an e-mail message.

Though e-mail messages are among the simplest forms of electronic documents, new software programs allow you to attach files, insert hypertext links, and even insert pictures and graphics into your e-mail documents. As a matter of courtesy, check to be sure that the recipient of your e-mail message has the software to read these electronic files before you include them with the message, and pause before sending to make sure the promised attachment is included.