Summary
MENU Email vs Social Networks How to Communicate by Email in English Conventions, Netiquette, and Tips on Email Communication How to Compose an Email for Initiating Communication Exercises

1. Email vs Social Networks

• Too Much Focus on Responsiveness
  →
  Less Quality of a Message
• Anonymity
  →
  Less Reliable Information
• Vague Target of Audience
  →
  Vague Objectives of Communication

Face-to-Face   Video Conferencing   Phone Calls         Blogs     Brochures          IM
                                    Teleconferencing              Flyers
                                    Voice Messages                Newsletters

Rich ←---------------------------------- Media ----------------------------------→ Lean

In-Person      Online Meeting         Verbal            Report    Email     Text Message

• "From" Field (Sender)
• "To" Field (Recipient)
• Subject Line
• [Optional] Cc to some people and/or yourself
• Message
  • Greetings
  • Main Text
  • Closing
  • Signing Off with Your Name
• [Optional] Signature
• [Optional] Attachments

Example Email

Remarks

From: Kazuo Sugihara <sghrkz@uvwxyz.edu> Subject: Robotic Arm Test at 10 am on 6/10/2015 (Wed) To: Dr. Jason Lee <jlee@rd.robots.com> Cc: Steve Martin <stevem@uvwxyz.edu> Hello, Dr. Jason Lee. I am contacting you regarding our research project of autonomous underwater vehicles. We plan to test a control unit of two robotic arms at 10 am - 12 pm on 6/10/2015 (Wed). I wonder if you would be interested in joining us to observe the test. You are cordinally invided to the test. If your colleagues are also interested in the test, please feel free to invite them and let us know how many people will attend the test. Thank you in advance. Cheers, Kazuo Sugihara

A sender's email address should be given with her/his full name. A subject must be given and should concisely describe what this email is for. A recipient's email address should be acompanied with her/his full name with her/his title. Receivers of a Carbon Copy (Cc) and/or a Blind Carbon Copy (Bcc) should be specified appropriately. The main text of an email should begin with appropriate greetings. The first sentence should clearly describe an objective of this email.    [Line spaces are inserted to form paragraphs.]    [It is good to decompose the main text into paragraphs of reasonable sizes.]    [It is good to end the main text with thanks or an acknowledgment.] Closing words must be written, e.g., "Sincerely," and "Best regards,". Sign off with your name (possibly followed by your title, affiliation and contact information)

From: Kazuo Sugihara <sghrkz@uvwxyz.com> Subject: Request of a Quote on iButton DS1963S To: info@maximintegrated.com Hello, I would like to request a quote of your iButton product DS1963S. Our R&D team has developed a new product and implemented its prototype using iButton DS1963S. We plan to manufacture 1,000 units of the product within 6 months. To estimate a cost of the product, we need to find a cost of iButton DS1963S. I would appreciate it if you would inform us a quote for an order of 1,000 iButtons DS1963S. If Maxim offers volume discounts for larger orders, then please let us know information about the volume discounts. Thank you in advance. Best regards, Kazuo Sugihara, Ph.D. R&D Division Manager UVW XYZ, Inc. http://www.uvwxyz.com/

From: Kazuo Sugihara <sghrkz@uvwxyz.edu> Subject: A Letter of Recommendation for Chris M. Watson To: Dr. John Smith <smith@cs.abc.edu> Dear Dr. John Smith: I am writing in support for Chris M. Watson who is an undergraduate student in our Computer Science BS program and an applicant to your Ph.D. program. I have known the student since Chris took my course ICS 311 (Algorithms) in Fall 2010. In the course, Chris has developed the ability of algorithm design and analysis very well. I was very impressed that Chris often asked me good questions. The student wrote the best technical reports for all assignments on algorithm design & analysis in a class of 36 students. The student also developed the best software products for all assignments in the class. Thus, Chris got A+. The student's reports and products for assignments are posted on a Web page of the course as good examples for other students. http://pearl.ics.hawaii.edu/∼sugihara/courses/ics311/ In the assignments, Chris implemented a pseudorandom number generator (Mersenne twister) from scratch, maximum flow algorithms such as the Relabel-to-Front algorithm, and a Java applet that generates weighted digraphs randomly by using the pseudorandom number generator, evaluates performance of the maximum flow algorithms on the random graphs by simulation, and collects data about their relationships with the density of digraphs. Throughout the semester of Fall 2010, Chris demonstrated not only good programming skills, but also thoroughness on tasks such as testing and documentation in the assignments. According to my observations in the course ICS311, Chris likes challenging tasks and exploring new things with intellectual curiosity. The student is also self-driven, diligent, and highly motivated to study computer science. In conclusion, I strongly recommend the applicant Chris M. Watson to your graduate program without any reservation. Sincerely yours, Kazuo Sugihara

• The greetings "Dear Dr. John Smith:" in the above example ends with a colon.
  A comma is sometimes used instead of a colon.
  In general, a comma is for a personal letter, a colon is for a business letter,
  and either is OK in an email (but, a colon is more formal).
• In the above example, the student's name does not clearly indicate the student's gender.
  Thus, the above letter intentionally avoids to use pronouns "she", "he", "her" and "his" to prevent any gender prejudice and discrimination.
  
  
  Refer to Equal Employment Opportunity Act in U.S.A. and its flyer.

1. Consider how your email is viewed by its recipient by putting yourself in a recepient's shoes.
   • Make it sure that a recipient of an email can know who is its sender immediately upon delivery of the email.
     
     
     For example, your full name should appear together with your email address on the "From" field.
     You should also use an official email address unless the email is for private communication.
   • Have the full name of the recipient with her/his title (e.g., Sir, Dr. and Lt. Commander) appear on the "To" field.

2. Write an informative, yet concise subject of the email on the "Subject" line.

3. Focus on only one topic per email.

4. Write a salutation at the beginning of a message in the email and closing words at the end of the message.

5. State clearly at least an objective of the email in the first sentence.

6. Proofread your email and double check it before sending it.
   Try to revise an email at least a few times.
   It would be better to fill a recipient's email address in the "To" field after double checking.

7. Use plain text rather than HTML and/or fancy formatting.

1. Do not write lengthy sentences, lengthy paragraphs and lengthy email.
   Try to make them unambiguous, yet concise.

2. Do not send an email when you are emotional.
   Review the email after you calm down and double checking whether the email is objective.

3. Do not attach too many files nor a large file.

4. Do not write confidential information unless you encrypt the email.

5. Do not use too casual words such as slangs and non-technical abbreviations (e.g., "BTW" and "lol").
   Avoid to use emoticons frequently.

• How to Communicate Clearly and Concisely in Email
• How to Improve Your Email Etiquette
• 11 Email Etiquette Rules Every Professional Should Know
• E-mail Guidelines and Etiquette (Business netiquette summarized by Virginia Tech for assisting job search of its students)

1. Make it sure to have the current email address of a recipient.

2. If you have no acquaintance with the recipient, then keep in mind to write an email politely.
   • Choose a formal salutation such as "Dear Dr. John Smith:" and formal closing words such as "Sincerely yours," and "Best regards,".
   • Address the recipient formally.
   • Start a message with a brief self-introduction.
   • Use a signature including your title, affiliation, mailing address, phone number, home page URL, etc.
   Otherwise, you may write the email casually, depending on a relationship with you.
   It is OK to call the recipient with the first name in U.S.A. if you received an email from the recipient before.
   Remark 4.1:
   Do not use the phrase "My name is ..."
   Use the phrase "I'm ..." instead.
   
   
   It is not unusual to find the phrase "My name is ..." in emails and conversation of non-native speakers though,
   it is not commonly used at least in U.S.A.
   It is grammatically correct, but regarded outdated.

3. State first an objective of sending the email to the recipient clearly and concisely.
   Then, elaborate a reason, background, effect, mutual benefits, etc.

4. End the message with thanks to the recipient,
   e.g., "Thank you for your consideration on this matter." in case of a request email.
   Regarding typical phrases of thanks, refer to
   Top ten ways to say "Thank you" in an English email

5. Anticipate possible senarios & reactions of a recipient and present clear options to the recipient by using the phrases
   "If ... , then ...", "If ... , then ... Otherwise ... ", "If so, ... ", "if not, ... ", etc.
   This enables the recipient to reply clearly to your email, avoids many back-and-forth messages, and reduces overhead for writing follow-up questions.

6. Think twice when you send an email to a mail list instead of individuals (or include the mail list in the CC field)
   because your email may annoy some of recipients in the mail list.

From: Kazuo Sugihara <sghrkz@ee.uvw.edu> Subject: Visit to Your Research Lab in Early Oct. 2015 To: Dr. John Smith <smith@cs.abc.edu> Hello, Dr. John Smith. I am a faculty member of the Department of Electrical Engineering, the University of Vander Wildt, Dusseldorf, Germany. I would like to make an appointment with you to visit your research lab. while I will attend the 12th internatinal conference on distributed systems held in Seattle on 10/05/2015 - 10/09/2015. Please let me know your availability on 10/05 (Mon) - 10/07 (Wed). I wonder if there are other people in your department who work on topics relevant to distributed computing. I am also willing to give a talk on my recent research at your department if there is enough interest. I would appreciate it if you could arrange a tour of your department. Thank you for your consideration on my request. I look forward to hearing from you. Best regards, Kazuo Sugihara, Ph.D. Assistant Professor Department of Electrical Engineering University of Vander Wildt http://www.ee.uvw.edu/~sugihara/

From: Gary Korth <gkorth@hawaii.edu> Subject: ICS241 Questions on Connected Components and Biconnected Components in Graphs To: Kazuo Sugihara <sghrkz@hawaii.edu> Hello, Dr. Sugihara. I am a student in your class of ICS241 (Discrete Math for CS II). and have two questions on your last lecture. What are differences between connected components and biconnected components? If a graph has an articulation point, then is the graph not biconnected? Vice versa? Thank you for your time. Sincerely, Gary Korth

From: Justin Song <jsong@hawaii.edu> Subject: ICS311 in the Next Semester To: Kazuo Sugihara <sghrkz@hawaii.edu> Hello, Dr. Sugihara. I am a junior student majoring Microbiology. I would like to take your ICS311 (Algorithms) in the next semester because I am interested in bioinformatics and want to study computational aspects of DNA analysis. I have already taken all prerequites of ICS311 though, I need your approval to register for ICS311 because it is restricted to ICS majors. Please let me take ICS311 in the next semester. Thank you for your consideration on this matter. Best regards, Justin Song

Jackie Liu
Manager
Department of Human Resources
Genetics Data, Inc.

• 1000 Most Common Female Names in the U.S.
• 300 Most Common Male Names in the U.S.

Dear Mr./Ms. Jackie Liu:

or

Dear Sir or Madam:

Followup after a Request is Granted or a Reply is Received

1. 次のようなプロファイルの面識のない人に、SmartFly100というDroneの資料を請求するメールを書きなさい。

   Janice Sanchez
   Marketing Division
   Aerobot, LLC
   jsanchez@aerobot.com

2. 2014年に受講したことのある広島市立大学情報科学部の先生に、 Aerobot社へ就職の応募に必要なReference（推薦者）の一人になってもらうように お願いするメールを書きなさい。

3. ソフトウェア工学の講義に関して、角田良明先生に次のような質問のメールを書きなさい。

   「オープン・ソフトウェアとプロプライエタリ・ソフトウェアとで、 セキュリティへの対処の仕方にどのような違いがあるのでしょうか？ どちらがセキュリティのために適しているのでしょうか？」

4. 同じプロジェクトのメンバーMary Anderson、David Reynolds、Vicky Wangの３人に、 今週空いている時間にミーティング（約１時間）をしたいというメールを書きなさい。

5. Assume that you are applying for admission to a graduate program of Computer Science at the University of Sand Island.
   Write an email to the department chair Dr. Tiffany Peterson (peterson@cs.usi.edu) to inquire about a graduate assistantship available to you.