The Use of email/ Email Etiquette

The Use of email/ Email Etiquette
General Points when Communicating with VU
Use email when it is really required.
Send your email to the relevant address only. Do not send copies to irrelevant or extraneous addresses; this may, in fact, delay any response/action that you may be requesting. The email addresses of all concerned offices are given in the ‘Contact Us’ list on the University’s website.
To get a reply of your email, wait for at least two days. You can send a polite reminder if you do not get a reply after two days.
Use a Meaningful Subject
The email subject should be detailed enough to give the recipient an idea about the email content without having to open it. Single words like "Hi" or "Hello" or "Help" are a strict no-no. Think of meaningful but short titles.
Be Concise and To The Point
Keep you email message short and to the point. Sentences like "I hope this email finds you alive and well" look good only in letter correspondence.
Read the email Before You Send It
Do not hit the “Send” button without doing a spell check (use the Check Spelling option). An email with spelling mistakes or grammatical errors indicates that you have written the message in a non-serious mood and may convey a bad impression. There’s no taking back a comment that has already been sent, so it is important to double-check all writing to make sure that it clearly conveys the exact intended message. Apart from this, reading your email through the eyes of the recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments.
Do Not Write in CAPITALS
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response. Therefore, try not to send any email text in capitals. Follow the rules of grammar and punctuation as you would in a formal letter. That means not writing in all caps or all lower-case letters.
Use Proper Structure & Layout
Since reading from a screen is more difficult than reading from paper, the structure and layout is very important for e-mail messages. Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview. Do not use ‘Roman English’ i.e. writing Urdu in English because it is very difficult to read.
Be Aware of Your Tone
The "tone" is a very important part of electronic communication. You might find it helpful to read your email out loud before you submit it. When you read your message out loud does it sound the way you would speak to another student or the course facilitator in the classroom? Additionally, avoid writing a professor if you're feeling angry about a grade or some other aspect of the class. Write it after you have cooled off. A good way for you to determine if your question merits an email is to ask yourself, "Is this question important enough to make a trip to my professor's office?" If you decide it isn't worth the effort, you probably shouldn't bother sending it in an email.
Avoid Language that May Come Across as Strong or Offensive
Language can be easily misinterpreted in written communication. If a point must be stressed, review the statement to make sure that an outsider reading it would not be offended, and then post the statement. Humor and sarcasm may easily be misinterpreted as well, so try to be as matter-of-fact and professional as possible.
Consider the Privacy of Others
Ask permission prior to giving out a classmate's email address or other information.
Elements of a Good Online Writing Style

Key element
Purpose
Strategies
Clarity
To communicate clearly
Create single-subject messages whenever possible.
Open the email message with a sentence that either:
Connects it to previous correspondence, or identifies its purpose.
Focus on the subject and purpose.
Arrange ideas in a logical sequence.
Readability
To make information accessible
Use about 15 to 20 words per sentence.
Limit each sentence to one idea.
Use complex sentences of 25 to 35 words sparingly as they require a high level of reading skill.
Vary the length of sentences to add rhythm and interest to your writing.
Use the active voice.
Avoid slang.
Remove ambiguous and unnecessary words.
Positive language
To create a positive first impression
Use direct and courteous language.
Choose positive rather than negative words.
Punctuation
To keep the meaning clear
Start a sentence with a capital and end with a full stop.
Check that the sentence is not too long.
Separate ideas by using paragraphs.
In general, use more full stops than commas.
Tone
To establish the communication climate
Avoid emotional responses (called ‘flaming’).
Use a courteous and tactful tone.
Use an appropriate level of formality