Email 416

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Although much communication in ME 416 is accomplished via Basecamp, there will be instances when you need to communicate via email. This page offers some suggestions on the appropriate way to make these email communications.

Communication with Client

To ensure that your project sponsor knows that their emails and messages are being received, a confirmation email should be returned to them by the first person who reads the message. The confirmation should include the time and date the email was read. By doing this the sponsor will know that the group is working on the tasks asked of them as well as know that they have good communication with their team. To ensure a quick response, group members should check their email/basecamp twice daily. After important documents are sent to the sponsor, email/basecamp should be checked more frequently.

It also is good practice to check with your client to determine their preferred method of communication. If they would rather receive information via email rather than basecamp, be cooperative, however additionally continue to post important information and group progress updates on basecamp.

Email Format

Although business emails are generally less formal than snail-mail communication, it still helps to follow some general formatting guidelines.

Salutation

Start the email with a salutation such as "Dear Chair" or "Respected Professor." In more casual emails just the name will suffice. In formal commmunication, follow the salutation with a colon; in more casual communication it is okay to use a comma.

Body

Keep the body of the email concise and to the point. Keep in mind that the person you are writing to is busy and does not have time to plow through a wordy email. Do not indent paragraphs; instead align everything left and separate paragraphs with an empty line.

Conclusion and Complimentary Close

In a separate paragraph at the end of your email thank the client for their time and encourage them to contact you if they have any questions. Close the email with a phrase such as "Sincerely" or "Regards" and leave four spaces before signing your name. Below your name, include any contact information you would like your client to have.

Checklist and Things to Know

This section includes a helpfull checklist and some reminders that will keep you out of trouble.

• The subject title is descriptive
• The body is clear and concise
• Grammar is correct
• Spelling is correct
• Sentences are complete
• All questions are answered
• Do not assume e-mails have been read
• E-mail is not an instant messenger
• Do not use instant messenger language
• The send button irreversible
• Big Brother may be watching . . .