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Basic Email Format
Dale Cyphert, Ph.D., © 2006

Much of an email format is automatically generated, and using email professionally is a matter of using those automatic features correctly.  Take care to complete each of the items noted in this sample.

Subject: INFORMATIVE
From: includes real name
Date: system generated
To: check autocomplete!
CC: only those who need it

Purpose/context/request

Relevant information






Signature: Full name, title, contact information as well as company disclaimers.
Subject:  Approval on Tuesday's lunch meeting.
From: Barbara Thompson <bat@maxwell.com>
Date: January 12, 2006
To: Dale Cyphert <dale.cyphert@uni.edu>
CC: Bill Akkounting <billme@maxwell.com>

The lunch meeting sounds like a great idea, and I'll allow you to spend up to $100. Send the receipt, with the note to Bill in Accounting, and he will reimburse you.

You'll need to make a note of ALL the individual's names and departments, as well as a short description of the business purpose of the meeting. Bill's office is now at the far end of the hallway.  If any of the meeting participants' employee ID's are not already in his files, you'll need to take those as well.

Regards,

Barbara Thompson
HR Manager


Email: bat@maxwell.com
Web: http://www.maxwell.com

Maxwell Technologies, Inc.
9244 Balboa Avenue
San Diego, CA 92123
United States


Phone: 858-503-3320
Cell: 858-449-3770
Fax: 858-503-3323

CONFIDENTIALITY NOTICE: INFORMATION IN THIS MESSAGE IS INTENDED ONLY FOR THE PERSONAL AND CONFIDENTIAL USE OF THE RECIPIENT(S) NAMED ABOVE. This message is a Confidential communication. If the reader of this message is not an intended recipient or an agent responsible for delivering it to an intended recipient, you are hereby notified that you have received this message in error, and that any review, dissemination, distribution, or copying of this message is strictly prohibited. If you received this message in error, please notify the sender immediately, delete the message and destroy any hard copy print-outs. Thank you very much.