Writing and Sending E-mails Worksheets
If you were in the field of education at the turn of the century when the use of email was set ablaze, you probably have seen a huge transformation as to how students view e-mail. Initially it was the hottest craze, every student had it an knew how to us it better than any teacher. It was seen as THE form of electronic communication. Then instant messages and texting began to take off and kids started using it much less. Then social networks took over the world and the concept of e-mail completely changed. Students mostly view this as a dead form of communication, as much as prior generation see the concept of handwriting letters and snail mailing them. The business world saw it much differently. It was adapted to as the standard form of communication because it was much easier to manage and very universal. So, where we stand today leaves a huge gap between student perception and the reality of the business world. This series of worksheets will help students learn how to properly compose and reply to messages using this medium.
Writing and Sending E-mails Worksheets To Print:
Formal Correspondence - One reason to write a formal e-mail is to make a suggestion or recommendation
to an organization. Writing down the information you wish to communicate not
only establishes a record of the communication, it also gives the recipient
something to refer back to when responding to you, so that they can ensure
that no points have been overlooked.
The Business - People frequently use e-mail to communicate in business. This means
that in a business setting, you should use the same formal style to
compose an e-mail that you would use to create a typed business letter.
Parts of Communication - Study the diagram below. Then
write the letter of what belongs in each space, choosing from the
lettered parts provided.
Writing Informally - In the space below, write an informal e-mail to
someone that you know. Complete the To, From, and Subject lines,
and be sure to include a greeting, a closing, and a signature line.
Replying - Read the message that Sarah wrote to Jane. Then write Jane’s reply.
This Weekend - Write an message to your friend about what you did this past weekend.
Pick a Topic
- Formal letters follow a standard format and use formal language.
Practice writing a formal e-mail by choosing from one of the topics below.
Customer Service
- Think back on a time when you have been disappointed by a
product or a service. What was the product or service?
Exchanging Friendly Thoughts
- Imagine that a friend of yours has arranged an e-mail introduction to someone
they think that you ought to meet.
The Virtual Introduction - When making an introduction via e-mail, you should be clear who
you are introducing, to whom, and why. You should also indicate
what you expect to come of the introduction.
Give Me an Example
- We will explore the anatomy of all these messages we have been creating.
My Trip - Write a message to a friend about
a trip you have taken recently.
Proper E-mail Etiquette That You Should Share with Students
Unlike grammar and the mechanics of the English language, e-mail lacks tries and true agreed upon standards. No formal agency has taken the time to review common acceptable practices and created a framework that we should all abide by. There are many different unwritten rules that most of the world has informal agreed upon. Students should be aware of this world that they are about to become a part of. While these are not agreed upon and peered review thoughts you should keep in your mind, they will all be well received by the business community.
The way in which you formulate an email begins with understanding the relationship that you have with the person that you are contacting. Does this person know who you are? Do they have a general understanding of who you are? Are they a complete stranger? The less likely it is that a person knows you, the more important the subject line becomes. Create a concise yet detail subject line that offers them a reason for taking time for you. It is highly advisable for you to never joke around in emails unless it is someone you regular communicate with via email.
Being mindful of timing is important when it comes to email. Most people check their email at least daily and expect a response within two days. If things happen in your life that limit your ability to respond within two days, that is fine but worth a mention to the person you are talking with.
When it comes to length of email make sure to keep it short and concise. Most people do not want to read more than one hundred and twenty-five words, so try to keep it under that. A recent study found that email content under that value is fully read sixty percent of the time. Bullet points and list come in very handy here.
Attachments, time to talk about them! Yeah, unless someone is expecting an attachment, do not send one! Most of the bad stuff that happens on the Internet is because of these buggers. Most of the email community is aware of this and is sensitive to adding them to their e-mails. Many corporate and educational computer system will either automatically block or quarantine e-mails that have attachments.