http://www.ck12.org Chapter 8. Business Documents
End your email in a positive, courteous manner. Sign your email with your first and last name, and if the email is to
your teacher, include the course title. Do not assume your reader will know who you are.
- Finishing touches: Proofread your email before you send it.
Proofreading is a four-step process. First, you want to read your message to be sure that you included all the pertinent
information and that you composed a clear and easy-to-read email. Then you should spell check it using the spelling
and grammar check option on your computer. Next, proofread again to be sure all the words are used correctly.
For example, if you used “there” instead of “their,” some spell check programs won’t catch that error. That is your
responsibility. Finally, once you have assured yourself that you have a grammatically correct, well-written email,
check the recipient’s address to be sure your email is going to the intended recipient.
Compose your email, proofread it to be sure it conveys your message appropriately,then type in the recipient’s
address.
Some questions or issues should be handled in person. If you need to type 200 or more words to explain or present
your point of view to your reader, you should consider picking up the telephone or speaking to him or her in person.
This is particularly true if you have a serious problem, such as challenging a grade or have to change your work
schedule.
- Plan ahead: Check with your instructor about submitting assignments via email.
Some instructors allow assignments to be submitted as attachments. Never assume that your instructor is willing to
accept an assignment via email, especially if you are sending it after it was due in class. Always check before your
send it.
Review: Professional Email checklist
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Your email address – Is it appropriate?
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Subject line – Is the content of your message obvious?
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Content – Is the purpose of your message understandable?
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Tone – Will your reader have a good impression of you based on what you wrote?
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Closing – Are you sure your reader will know who you are?
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Proofread – Have your double-checked your spelling and grammar?
The next example email was written by a student to his teacher. The student is asking a question about the following
assignment.
Write a paper about a correctional issue. A key component of your research for this paper will be two interviews
with professionals in the field of corrections about this issue. Your interview write-ups are due Friday, November
- The graded write ups will be returned to you Monday, November 14. Your final paper must incorporate the
information from your interviews and five other scholarly sources. Final paper is due Friday, November 18.
From:[email protected]
Sent: Sunday November 13, 2009
To: John Smith