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Business Communication: Building Critical Skills
Kitty O. Locker, Ohio State University
Steven Kyo Kaczmarek, Columbus State Community College
Kathryn Braun, Sheridan College
Email Messages

E-Learning Session

  1. What kinds of subject lines should I use for email messages? Be specific, concise, and catchy.
    1. Subject lines in email are even more important than those in letters and memos.
    2. Try to keep subject lines short.
    3. If your message is short, you may be able to put it in the subject line.
    4. Use specific types of subject lines for POWERPOINT SLIDE
      • Informative and positive messages.
      • Negative email messages.
      • Persuasive email messages.
          1. CONCEPT CHECK True or False: It's OK for a subject line to be unclear to the reader as long as it is short. CONCEPT CHECK
  2. Should I write email messages the same way I write paper messages? Negative and persuasive messages will be more direct.
    1. Be direct when writing positive and informative email messages.
    2. Never write negative email messages when you're angry; avoid using email for negatives like firings and layoffs.
    3. When you ask for something small or that is part of the reader's job, be direct with your request.
    4. When you ask for something big or not a part of the person's job
      • The first paragraph must specify the request and make the reader view it positively.
      • The second paragraph should provide an overview of the evidence that the rest of the message will provide.
      • The last paragraph should ask for the action you want.
  3. What email "netiquette" rules should I follow? Lurk before you leap.
    1. Pattern for direct requests. POWERPOINT SLIDE
    2. Pattern for problem-solving persuasive messages. POWERPOINT SLIDE
      • CONCEPT CHECK True or False: The patterns for direct requests and problem-solving messages are basically the same. CONCEPT CHECK
  4. How do I identify and overcome objections? Talk to your audience. Then try these strategies.
    1. Follow strategies to be a good netizen. TRANSPARENCY MASTER
  5. Should I worry about viruses? Yes, in attachments.
    1. Be wary of attachments with email.
    2. Use anti-virus software to scan messages.
    3. Ask people who send you documents to include their names in the document titles.
    4. Don't open suspicious attachments.
    5. Forward email only when you're sure of the source and contents.
      • CONCEPT CHECK True or False: Few computer viruses exist in the world; therefore, there's no reason to be on guard against them. CONCEPT CHECK
  6. Go to the Self-Quizzes section if you would like to test your understanding of this module.




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