Guidelines for Professional E-mail Communication

Prepared for 100-level Spanish Instructors

by Dorry Ross

University of Delaware Writing Center

Language:

• Be polite, positive, personal and informal
• Keep language simple and accurate
• Use standard punctuation, spelling and grammar
• Proofread, proofread, proofread

Structure:

• Put most important information first and keep messages short
• Make subject line [re: ] VERY specific
• Use headings and subheadings
• Use numbered or bulleted lists
• Use short paragraphs
• Double space between paragraphs
• Limit number of topics (3) per e-mail
• Use a standard font

Etiquette:

• Know and respect your audience
• Get permission before forwarding any e-mail
• E-mail is public information so choose your words carefully
• Reply promptly, if only to say you will answer the question later
• Include or refer to previous e-mails when answering
• Send e-mails only to those who need to receive them
• Check e-mail daily

Avoid…

• sloppy or cute language
• humor and slang
• one-word replies
• replying to all
• responding to e-mails too quickly