Overview:

This page provides three sets of tips on effective e-mail use as recommended by students in the FYF 101J - Alternative Energy: Separating Myth From Reality course at Wilkes University in September 2009.

The method by which the lists were generated can be found by clicking this link.

• Do proofread and use faultless spelling and grammar.  By proofreading your email, you appear more businesslike and educated.
• Do use a subject line.  By using a subject line, you are able to better inform the reader of what matter is being discussed.
  
• Do make it concise and to the point.  By doing so, you make your message clear and simple.
• Do set your out-of-office agent.  If you are out for more than one day and are using it for business purposes, this is a great way to keep people from guessing.
• Do create an intro with a purpose. By xxx a format, the email looks more professional.
  
• Don't copy a message without permission. By always asking permission first, you are keeping trust with your respondent.
• Do identify yourself clearly.  By clearly identifying yourself, you make your identity clear to the reader to prevent confusion.
• Do distinguish between formal and informal.  By knowing what is too personal for a formal letter and xxxx, you can avoid confusion or embarassing situations. 
• Don't assume privacy.  Although you may trust your contact, you never want to assume a risk of dispensing personal information that could get out.
• Do respond promptly. By responding promptly, you show consideration for your contact and show that you are taking the time to do so.
  

• Do sign out of email each time.  So someone cannot use your email and information.
• Do correct grammar, spelling, punctuation, etc.  It makes you look professional and knowledgeable.
• Do use proper subject.  So recipient knows exactly what email is about.
• Do use plain basic, black text.  Other text can be distracting and take away from the message.
• Do read email before sending.  To make sure everything is corrected.
  
• Don't send nakey pictures.  Anyone can see them.
• Don't use caps lock.  Looks like you are shouting.
• Don't forward chain / junk / spam.  Can cause viruses on other computers.
• Don't discuss confidential information.  If others get ahold of it, problems occur.
• Don't use smiley's and IM slang in business emails.  It makes you seem unprofessional and childish.
  

• Don't reply to all.  You will receive many unnecessary emails.
  
• Read the email before you send it.  Proofread for mistakes.
• Take care of abbreviations and emotions.  Business emails do not abbreviate or use emoticons when being proper.
• Do not forward chain letters.  They can cause / carry viruses or spam.
• Use a meaningful subject.  It helps to get your point across.
• Don't send to forward emails containing racist or offensive xxx.
• Keep your language gender neutral.  Do you do not make a mistake and offend somebody.
• Keep it short and concise. People would rather read a short message than a long one.
• Use plain text.  Different fonts, colors can be distracting from your main point.
  
• Never disclose anything confidential.  You never know who might receive the email.

This page posted and maintained by Kenneth M. Klemow, Ph.D., Biology Department, Wilkes University, Wilkes-Barre, PA 18766. (570) 408-4758, kklemow@wilkes.edu.