E-MAIL EDITING

Since electronic-mail messages are the newest form of written communication, no rigid conventions govern their use. And, you don’t have to worry about format because you can’t know how your message will look on your reader’s screen. Still, review the following points before hitting the “Send” button.

Does your subject line headline your message in a concise way? Does it immediately say something interesting to your reader? Is it short enough (20 characters or so) not to get snipped in transmission? If you’re sending to an E-mailbox shared by two or more people, use the subject line to state the name of your reader: “FOR BOBBI: sales figures.”

Check: For an accurate and intriguing subject line.

E-mail messages don’t need a “Dear Prof. Walker” opening, but politeness is always a plus when you first write to someone. For shorter messages after you’ve established a relationship, you can drop the greeting.

Since people write, read, and reply to E-mail quickly, misunderstandings can grow faster than dandelions on a spring lawn. For this reason, use short paragraphs and direct, factual sentences. Also, avoid “flaming,” exchanging nasty messages, which is a part of the Internet’s history. Instead, use the polite and professional tone appropriate for mailed or faxed communications.

Remember that the Internet transmits only standard typewriter characters. Long dashes, curly apostrophes and quotation marks, accent symbols, and other characters get scrubbed out, or changed into mysterious combinations — such as ^N — when they enter the Internet. Also, boldface and italic formatting disappears. To emphasize words or indicate the title of a book or other work, type *asterisks* or _underlines_on either side of the phrase. Avoid typing in ALL CAPITAL LETTERS, which some people interpret as shouting.

Check: That your message is quick and easy to read.

A signature is unnecessary in most E-mail messages. But when writing to strangers, it’s helpful to sign your message with your name, title, company, and E-mail address for replies. Don’t succumb to the temptation to add cute artwork, clever quotations, or unnecessary disclaimers. Leave such personal expression for your personal messages.

Check: That a salutation and your signature appear in messages to people you haven’t corresponded with before.

When you reply to someone else’s E-mail message, some programs copy the original message on the bottom of the new one. If you can,