Effective Internal Emails
An effective internal email (a memo before digitalization) is clear, concise, courteous, and reader-focused.
Conducting an Audience Analysis and the Direct Approach
Before you begin writing your message, think about your audience. If an audience analysis reveals that the reader(s) expects to receive such information from you, or will respond favorably or neutrally to your message, use the direct approach.
Direct Approach
When using the direct approach, a writer places the main point at the beginning of the message. This placement ensures that the writer’s purpose is clear and the reader quickly understands the point of the message.
The writer then places the reasons for the message and any details the reader might need to understand and/or act on the message in the next sections.
Finally, the writer closes pleasantly and if necessary calls for an action. More specifically, the writer includes contact information and may restate the purpose or tell the reader what happens next.
| Opening/Main Idea | Introduce your major point, your question, or your request. Doing this will effectively provide your reason for writing. |
|---|---|
| Body/Details | This section will be the longest part of your message. Provide details to help the reader understand and/or act on your information, request, or question. Use white space, bulleted or numbered lists, and headings to make your message easily readable. |
| Close | End on a friendly, positive note. Restate your point or motivate action if required. |
Setting up your email account
Since email is widely used in professional correspondence, create a professional e-mail account.
On your account, insert a signature that includes the following: your full name, job title, company name, phone number and email address.
Susan Taylor
(She/her pronouns)
Department of English
University of Victoria
Tel:<PHONE_NUMBER> ext. 123
Email<EMAIL_ADDRESS>Web: http://www.uvictoria.ca
Writing the subject line in emails
Use subject lines for both internal and external communications. When people open their emails, the first item they see is the subject line. Therefore, be sure to create effective subject lines. If you don’t include a subject line, your reader may not open your email or may open it at a much later time.
Exercises
Activity
Determine if the subject lines below are effective or vague.
- About your Question
- Answer to Benefits Package Questions
- Dress Code
- Update on Dress Code
- Mexican Night
- Invitation to Mexican Promotion Event
- Recycling is Important
- Instructions for Recycling
Using salutations and sign-offs in emails
Most writers include salutations and closes in both internal and external communications. The degree of formality is, however, different.
Examples of Salutations and Closes
| Salutation | Internal Salutation | Hi, Hello, Good morning, Good afternoon |
|---|---|---|
| External Salutation | Dear Ms. Fong, Dear Mr. Smith | |
| Sign-off | Internal Sign off | Best, Cheers, R