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With the soaring popularity of computers and electronic mail, it has become a standard method of communication. As more and more people gain access to computers, e-mail continues to replace letter writing as a form of correspondence. Businesses are also using e-mail to communicate with their customers and vendors. However, some people are using poor grammar, poor spelling and bad manners when communicating via the Internet.
Personal Correspondence
When corresponding via e-mail, you should format your letter the same way as you would do if you were hand writing it. For a personal letter you should place the date at the top of the letter then skip a few lines and address the person to whom you are writing, such as Dear Shannon. Some families may share e-mail addresses and it is helpful for them to know to which family member the letter is intended. After the greeting you should begin writing your letter.
Some of the most frequently seen taboos in e-mail messages are not capitalizing words, not using punctuation, not using paragraph breaks or typing in all capital letters (this is considered SHOUTING in e-mail language - don't do it). At the bottom of your message, you should include a closing and your name. Once your letter is complete, you should run your spell checker to check for any spelling mistakes you may have overlooked. Most e-mail programs come equipped with a spell checker. Don't forget to include a subject in the subject box, keep it short and to the point -- the subject is the first thing the reader will see.
Here is an example of the correct way to format a personal message via e-mail:
April 13, 2001
Dear Jeannie,
Greetings. In a personal letter you can be more relaxed and write in the same manner as you would speak to the person. Just remember to double check your spelling and grammar.
Remember to use paragraph breaks, it is very difficult to read long, unbroken sections of text.
Close your message to your friend.
Your Friend,
Rhonda
Business Correspondence
The majority of businesses currently have access to e-mail. It can be beneficial for companies to communicate via e-mail to save money on postage. Especially when writing business correspondence, you should make every effort to be as professional as possible and format your e-mail in the same manner as you would format a written letter.
At the top of the page you should type your name, title, postal address, phone and fax numbers and e-mail address, this is called the return address. Skip down four lines and insert the date. Two lines below the date you should type the name of the person you are writing, their title, the name of the company and the postal address. Skip two lines and insert your greeting, always keep it professional and use the first and last name of the person, such as Dear Mrs. Hillary Clinton.
After the greeting you should state the reason you are writing and be as specific as possible. The reader should be able to determine what it is that you want and why you are writing. After your message is complete, include a closing and your name. As with personal messages, always double check for errors by using your e-mail's spell checker.
Before sending your message, check the e-mail address to confirm that it is correct and put a summary of the e-mail's subject in the subject box, be as brief and specific as possible - this is the first thing the reader will see when they receive your message.
Here is an example of the correct way to format business correspondence via e-mail:
Carla Doe
123 Any Street
Anytown, America 10002
Phone (555) 555-1000
Fax (555) 555-2000
E-mail: cdoe@anyemail.com
April 13, 2001
Phillip Stranger
President
Any Business of America
321 Main Street
Some town, America 20001
Dear Mr. Phillip Stranger:
Introduce yourself and state the specific reason that you are writing. After reading your opening paragraph, the reader should have a clear idea of why you are writing to them.
In the next paragraph you can add any additional information that is pertinent to your message. Keep it short and to the point.
If you are requesting a response, it is a good idea to mention how you would like to be contacted – by postal mail, e-mail or by phone.
Sincerely,
Carla Doe
Other E-mail Etiquette
Forwards, Jokes and Spam
You should never send forwards (messages such as jokes and chain letters that are forwarded to a group of people), jokes or spam (spam is junk mail) to anyone unless you ask them if they mind being put on your e-mail list. Some people may use their computer for business purposes or may even use the computer at their office. Having to sort through junk mail to find the important messages is a waste of time and an annoyance.
Mailing Lists
Don't add anyone to your mailing lists or newsletters without their permission. Also, don't give out their e-mail address to others that ask for your friend's addresses so they can send them mail. If you see something that you think a friend may be interested in, send the information to your friend and let them check it out for themselves.
Remember to be professional and use the same courtesies that you would use in written correspondence and your e-mail messages will be welcomed by its readers!
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