Section 2.12.1

Electronic Mail

Electronic mail (e-mail) allows for the almost instantaneous transmission of a message from onecomputer through a network to one or more other computers and is rapidly becoming one of themain forms of both professional and personal communication.

Characteristics of E-Mail

Like a telephone conversation, e-mail is immediate and informal. Like a memorandum, it is more precise than an oral conversation, it providesa record of the communication, and it can send a single message to a large number of people.

Unlike telephone conversations or memoranda, e-mail should not be considered private. E-mailis sent through public networks where messages are often copied multiple times duringtransmission.

Whereas the basic unit of a memorandum is the single 8½-by-11-inch page, the basic unitof an e-mail is the 22-line screen. Consequently, e-mails should be kept short and concise. Finally, because e-mails are generated so easily, many individuals receive scores of messagesevery day.

Guidelines for Writing Effective E-Mail

• As in other forms of communication, start with you--a statement acknowledging the recipient.
• Keep your message short.
• Make heading clear and exact.
• If something is urgent, mark it "Urgent."
• Include a short introduction indicating exactly to what you are responding, even if the original message is included.
• If the e-mail is important, print it out and proofread it carefully before you send it.
• Take time to cool off.
• Remember that a message can end up anywhere.
• Remember that electronic privacy doesn't exist.
• E-mail etiquette is still evolving:

  Avoid using all capital letters.

  Do not forward an e-mail without permission.

  Keep e-mail addresses confidential.

## Electronic Mail ##


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