1. A Beginner’s Guide to E-mail By Chris Johnson & My Nguyen

2. Beginning 1.Consider the content, context, urgency, and tone of the message you want to communicate. 2.Determine your audience. 3.Consider your relationship to the intended audience. 4.Remember that everything is determined by the rhetorical situation. For example, the extent to which you know the person and the nature of your relationship, whether you e-mail this individual regularly, or if this individual is your superior or equal. 5.After considering the intended audience and message, refer to the following general notes to compose:  a professional e-mail a professional e-mail  an organizational e-mail an organizational e-mail  a personal e-mail a personal e-mail 6.You may also refer to the following for an example of each of these types:  professional e-mail example professional e-mail example  organizational e-mail example organizational e-mail example  personal e-mail example personal e-mail example

3. Professional E-mail 1.After considering the intended audience and message, determine the appropriate greeting, which may range from “To Whom it May Concern,” “Hello, Chris,” or “To all Elon University faculty members.” Remember that this greeting as well as the content of your e- mail is largely determined by the rhetorical situation and your relationship to this audience. For example, if you have a close relationship with your boss, it is not necessary to address him as “Mr. Johnson.” 2.If this is an introductory e-mail to an individual or organization that you have not dealt with before, include a formal greeting containing your full name, relevant background information, and the nature of your intended business with them. 3.Consider whether or not this e-mail needs to be formal or informal. Remember your relationship to the reader and whether they are your superior, equal, or work friend. Also note the tone that you use throughout the e-mail, making sure that it is respectful, if necessary. 4.Begin the body of your email. Determined by the rhetorical situation, this may be as long as a few paragraphs, or as short as a sentence of two reminding a co-worker of an upcoming presentation. 5.Include a closing to your e-mail, which may or may not include your contact information, in the event that the recipient needs to contact you via a method other than e-mail. In some cases, a expression of thanks may also be included for the time spent reading the e-mail as well as in anticipation of a reply. In most cases, it is appropriate to sign the e-mail with your full name. Back to Beginning

4. Organizational E-mail 1.After considering the intended audience and message, determine the appropriate greeting. Often times, organizational e-mails will be address to all members of the organization, and so an example of a greeting might be “Hi, all,” “Hello, Sedalia Lunch Buddies,” or “To Elon University faculty.” Remember that this greeting as well as the content of your e- mail is largely determined by the rhetorical situation, your relationship to the audience, and the nature of the organization. For example, if you are a student writing to other students in your organization, you may simply begin with “Hey, guys!” 2.If this is an introductory e-mail to members that you have not contacted before, include a greeting containing your full name, relevant background information, and the reason for your e- mail. For example, “My name is My Nguyen, and I am a writing intern for the Greensboro News & Record’s GoTriadU team. We would like to invite you to an interest meeting this Friday.” 3.Consider whether or not this e-mail needs to be formal or informal. If the intended audience are your equals, the tone may be casual and fun, occasionally even making jokes or quips relevant to your age group. 4.Begin the body of your email. Determined by the rhetorical situation, this may be as long as a few paragraphs, or as short as a sentence of two, reminding members of an upcoming event. 5.Include a closing to your e-mail, which may or may not include your contact information, in the event that the recipient needs to contact you via a method other than e-mail. In some cases, a expression of thanks may also be included for the time spent reading the e-mail as well as in anticipation of a reply. In most cases, it is appropriate to sign the e-mail with your full name. Back to Beginning

5. Personal E-mail 1.After considering the intended audience and message, determine whether or not you would like to include a greeting. Personal e-mails are different from professional or organizational, in that in these cases, you have a close relationship with the recipient, and you are writing to someone with whom you are familiar. In some cases, a greeting may not be necessary, and you may immediately begin the body of the e-mail. With personal e-mails, you are simply speaking to a friend. 2.Consider whether or not this e-mail needs to be formal or informal. If the intended audience are your equals, the tone may be casual and fun, occasionally even making jokes or quips relevant to your age group. 3.Begin the body of your email. Determined by the rhetorical situation, this may be as long as a few paragraphs, or as short as a sentence of two, telling a friend to check out a link. 4.Depending on whether or not you feel like it, include a closing to your e-mail. Back to Beginning

6. Professional E-mail Example Hi! I am with a Catholic young adult apostolate called the Young Disciples Teams. We are a summer evangelization and catechesis team. I saw your name while looking for student leaders and ministry staff at Catholic campuses. We need team members for our mission work this summer. My hope is that you / or someone you know will be interested. Please do pass this email to others. We are looking for Catholic adults (must be at least 18 years old) who love Jesus, who love being Catholic and who would consider being a part of a summer mission team. Our website is www.fargodiocese.org/youngdisciples. We also have a few facebook groups: "Young Disciples", “Young Disciples Team 2007” and "Young Disciples Team 2008" The commitment is for 10 weeks, beginning May 14 through July 28, 2009. Team members receive stipends from sponsors along with room, board and training. Team members might also be able to receive college credit or intern credit depending on their universities. Applications are now being accepted. If you are interested in being a team member or know someone who might be interested, email me back. If you need an internship or college credit let me know that too in the email. If you want to promote this opportunity, I could send you some brochures and posters. Please continue reading for a more detailed description or go to our website, www.fargodiocese.org/youngdisciples. Please email whether or not you are interested. If you would like, we will send you more information. Applications are now being accepted. You may also call (701) 356-7900. Ask for the Young Disciples Office. Send us an e-mail at youngdisciples@fargodiocese.org. May God bless you and may your heart be ever more opened to Him. Sincerely, In Christ, Ashley Grunhovd Young Disciples Apostolate/ Office of Evangelization Diocese of Fargowww.fargodiocese.org/youngdisciples youngdisciples@fargodiocese.org Back to Beginning

7. Organizational E-mail Example Hi Sedalia Lunch Buddies, I hope you all had an amazing winter term! Now that spring semester is here, it's time to get Lunch Buddies rolling again. If you participated in Lunch Buddies at Sedalia last semester, then I need to know what your plans are for this spring. If everyone could e-mail me with the following information: 1. If you plan to continue with Lunch Buddies this spring. 2. If you do plan to continue, will you be keeping your same time, day, and child. 3. If you need to switch times/ days, please let me know what times and days you can go. 4. Also, please remind me if you are a driver or need a ride. As soon as I have everyone's information, I will form new carpools where necessary and get everyone who needs to switch times settled. Thanks everyone! I heard from Judy Hyman this week, and everyone at Sedalia is excited to begin seeing Elon students again! Ginni Fischer Lunch Buddies Sedalia Coordinator Back to Beginning

8. Personal E-mail Example Forwarding to you because I think this will make you smile and say oh cappy! Begin forwarded message: From: Kiem Le Date: February 4, 2009 7:11:59 PM EST To: Vy Nguyen Subject: Re: Hi Grandma!kiemloan38@yahoo.comvyn@g.clemson.edu Hi, Vy, I miss you being at my home. How are you doing? Going to school and working? Have you talked to about her trip to LA? It must be very interesting. Last week, we had the ice storm, school was clased for 2 days in FS, but in the Northwest Arkansas, lots of school had to close for more than one week. The bad news about it is in FS, we will have to work one day extra because of that. We'll do it in March. The hours are longer, but students won't have to report to school. I'll talk to you later, Vy, I love you. Grandma From: Vy Nguyen To: kiemloan38@yahoo.com Sent: Monday, February 2, 2009 9:02:32 PM Subject: Hi Grandma! Hi Grandma, You can use either this e-mail address vyn@g.clemson.edu or vpn129@yahoo.com to send me stuff. You sent it to vyn@clemson.edu last time and for some reason I never got it. Love you and miss you! Vyvyn@g.clemson.edukiemloan38@yahoo.comvyn@g.clemson.edu vpn129@yahoo.comvyn@clemson.edu Back to Beginning