BUS207 Email Test Practice Tip Sheet

Step Features
1. Addressing  Make sure to type ‘To:’, ‘Cc:’ and ‘Bcc:’ as needed.
 Copy email addresses from the prompt correctly.
 Be sure to use all addresses provided in the prompt.
2. Subject line  Brief and descriptive.
 Summarizes main purpose of the email.
 Contains an action word/verb.
 All main function words capitalized, small grammatical words not capitalized.
3. Salutation  Contains:
1. Greeting (E.g. Dear)
2. Title (E.g. Mr. Ms. Dr. etc.)
3. Correct part of name
4. Opening  Self-introduction (who you are, what you do).
 Purpose (Expands purpose that was summarized in the subject line).
5. Closing  Includes an action, for example:
o Next action to be taken by sender/receiver.
o Request to respond to acknowledge receiving/understanding the
message.
o Invitation to contact for more information.
o Depending on purpose of email and action points included.
6. Farewell/signature  Appropriate farewell (E.g. Best Regards, etc.)
block  Name
 Contact information relevant to the purpose/action points, for example:
 Job title
 Email address
 Telephone number
 Mail address
7. Formatting  Line breaks (one blank line) in appropriate places:
 Between greeting and opening.
 Between opening and body.
 Between body and closing.
 Between farewell and signature.
 Use bullet points for action points requiring attention
 Use numbered points for a process or steps
 Use bold for key points.
8. Body  Clear and concise
 Make sure all points from the prompt included and explained.
 Nothing repeated.
 Emphasize benefits to the receiver.
 Use active voice and ‘you’ throughout to focus the message on the receiver.
 Semi-formal, professional tone appropriate to the relationship between sender
and receiver.
9. Language  Check grammar.
 Check choice of words: common, concrete, conversational, correct.
 Check readability, message flows without interruption, reader does not need to
stop to re-read or interpret the meaning of any part of the message.
 Check again.