Monday, August 27, 2012

Kinds of Reading and Related Programs



Kinds of Reading

Overview:
Several types of reading may occur in a language classroom. One way in which these may be categorized , as suggested by Brown (1989) can be outlined as follows:

A.      Oral
i.                     Independent Reading
ii.                   Public Reading
iii.                  Guided Reading
iv.                 Shared Reading
B.      Silent Reading
i.                     Intensive Reading
a.       Linguistic
b.      Content
C.      Extensive Reading
i.                     Skimming
ii.                   Scanning
iii.                  Global

The first distinction that can be made is whether the reading is oral or silent. Within the category of silent reading, one encounters intensive and extensive reading.  Intensive reading is used to teach or practice specific reading strategies or skills. The text is treated as an end in itself.  Extensive reading on the other hand,  involves reading of large quantities of material, directly and fluently.  It is treated as a means to an end. It may include reading simply for pleasure or reading technical, scientific or professional material. This later type of text, more academic, may involve two specific types of reading, scanning for key details or skimming for the  essential meaning.   A relatively quick and efficient read, either on its own or after scanning or skimming, will give a global or general meaning.

On the other hand, oral reading can be subdivided into approaches or technique of implementation. Independent reading is reader-dependent in terms of comprehension, public reading is about disseminating information, guided reading is an approach for level learning and shared reading is intended for common understanding, entertainment and learning.
I.                    Oral Reading
In general, oral reading is the act of reading aloud intended to develop and test the reading competencies, to make information common to general understanding, and to guide learners in their quest for knowledge. This can be categorized according to its intention and purposes.

A.      Independent Reading - Students read silently by themselves and at their own pace (Taylor, 1993).  The selections must be at students' reading level in order for them to comprehend what they're reading.

B.      Reading Aloud to Students - Teachers use the interactive read-aloud procedure to share selections that are appropriate for students' interest level but too difficult for them to read by themselves (Barrentine, 1996).

C.      Guided Reading - Teachers scaffold students' reading to teach reading strategies (Fountas & Pinnell, 1996, 2001).  Guided reading is conducted with small groups of students who read at the same level.

D.      Shared Reading - Students follow along as the teacher reads a selection aloud (Fisher & Medvic, 2000).  Primary-grade teachers often use big books-enlarged versions of the selection-for shared reading (Holdaway, 1979).

II.                  Silent Reading

Silent reading is reading without pronouncing words out loud. It is reading to oneself where thoughts are absorbed immediately from the test. In motion, silent readers simply interpret the material through a series of eye sweeps where the meanings of the words are most important.

A.      Intensive Reading - Brown (1989) explains that intensive reading "calls attention to grammatical forms, discourse markers, and other surface structure details for the purpose of understanding literal meaning, implications, rhetorical relationships, and the like." He draws an analogy to intensive reading as a "zoom lens" strategy . On the other hand, Long and Richards (1987) say it is a "detailed in-class" analysis, led by the teacher, of vocabulary and grammar points, in a short passage."

Characteristics
·         usually classroom based
·         reader is intensely involved in looking  inside the text
·         students focus on linguistic or semantic details of a reading
·         students focus on surface structure details such as grammar and discourse markers
·         students identify key vocabulary
·         students may draw pictures to aid them (such as in problem solving)
·         texts are read carefully and thoroughly, again and again
·         aim is to build more language knowledge rather than simply practice the skill of reading
·         seen more commonly than extensive reading in classrooms

When it is used
·         when the objective of reading is to achieve full understanding of:
-          logical argument
-          rhetorical pattern of text
-          emotional, symbolic or social attitudes and purposes of the author
-          linguistic means to an end
·         for study of content material that are difficult


B.      Extensive Reading - Brown (1989) explains that extensive reading is carried out "to achieve a general understanding of a text."Long and Richards (1971, p.216) identify extensive reading as "occurring when students read large amounts of high interest material, usually out of class, concentrating on meaning, "reading for gist" and skipping unknown words." Harold Palmer (1917) in Britain and Michael West (1926) in India were the first to pioneer the theory of extensive reading as an approach to foreign language teaching and to reading, in particular. Palmer chose the term "extensive reading" to distinguish it from "intensive reading".

Characteristics
·         Students read as much as possible.
·         A variety of materials on a range of topics is available.
·         Students select what they want to read .
·         The purposes of reading are usually related to pleasure, information and general understanding.
·         Reading is its own reward.
·         Reading materials are well within the linguistic competence of the students in terms of vocabulary and grammar.
·         Reading is individual and silent.
·         Reading speed is usually faster than slower.
·         Teachers orient students to the goals of the program.
·         The teacher is a role model of a reader for the students.

When it is used
·         An Extensive Reading program may be combined with writing or combined with speaking practice in a meaningful way (such as when students discuss with each other the books they have been reading.
·         Broughton (1978) suggested that  "It is by pursuing the activity of extensive reading that the volume of practice necessary to achieve rapid and efficient reading can be achieved."
·         Krashen (1993a) suggested that the benefits of free voluntary reading included "enhanced language acquisition and literacy development, more ideas and information, greater success in life, loss of verbal memory, and more fun."

1.       Scanning
Scanning is a quick reading, focusing on locating specific information. Scanning involves quick eye movements, not necessarily linear in fashion, in which the eyes wander until the reader finds the piece of information needed. Scanning is used when a specific piece of information is required, such as a name, date, symbol,  formula, or phrase, is required. The reader knows what the item looks like and so, knows when he has located  what he was searching for. It is assumed then, that very little information is processed into long-term memory  or even for immediate understanding because the objective is simply matching.

When it is used
·         Scanning is used often with technical, scientific or professional materials to locate specific information.
·         Scanning is a valuable skill for second language learners to develop because often they do not require a detailed read of a text. There are many everyday uses for scanning, relevant to a purpose, such as reading a schedule.

2.       Skimming
Skimming is a quick reading to:
- to know the general meaning of a passage                                           
- to know how the passage is organized,  that is, the structure of the text                - to get an idea of the intention of the writer

Skimming is a more complex task than scanning because it requires the reader to organize and remember some of the information given by the author, not just to locate it. Skimming is a tool in which the author's sequence can be observed, unlike scanning in which some predetermined information is sought after.

When it is used
·         Skimming is used when reading some some general question in mind.
·         Skimming is used in making decisions on how to approach a text such as when determining  if a careful reading is deserving.
·         Skimming is used to build student confidence and an understanding that it is possible to gain meaning without reading every word in a text.
·         Skimming is used as part of the SQ3R method of reading, often for speed reading. This method  involves the student in surveying, questioning, reading, reviewing and reciting. Skimming is used for the initial survey and for review.
·         Skimming is a skill that a  student may want to develop if they are planning to continue with academic studies. It  is often used in reviewing for a test.









Types of Reading Program

I.                    Process Based: Basal Reading Program (Content-Based Instruction or CBI)
Basal reading program by Chall and Squire was propagated in the 1980’s from the American teaching approach that was introduced in the country. In the process, it is the integration of particular underlying principle that successful language learning occurs when student are presented with target language materials in a meaningful, contextualized form, with the primary focus on acquiring information and knowledge.

Content can refer to academic content or content in terms of cultural themes. This serves as the organizing principle: its structure, vocabulary, and functions  are selected by the teacher that are both necessary for the content ad that are compatible with it. This contextualizes language learning for students and focuses the learner’s attention primarily on meaning.

CBI focuses generally on the following:
A.      Vocabulary development that includes phonemics
B.      Fluency both in oral and silent
C.      Comprehension using context clues
D.      Intensive and Extensive Reading
E.       Comprehension Development
1.       Pre-Reading Plan
2.       Previewing
3.       Anticipation Guide
4.       Question-Answer Relationships
5.       Reciprocal Questioning

II.                  Process Based: Literature-Based Program
LBP is characterized by the use of authentic, engaging literature with limited systematic instruction, especially related to word reading.

The program includes:
1.       teacher- or commercially-developed materials
2.       student-initiated activities
3.       whole class instruction
4.       leveled books

The program features:
1.       guided reading
2.       shared reading
3.       interactive reading
4.       uninterrupted reading

III.                Approach-Based: Comprehensive Reading
Comprehensive reading aims to provide complete instruction in the core components of reading.

IV.                Approach-Based: Supplemental Reading
This program’s objective is provide additional instruction in one or more areas of reading.

V.                  Approach-Based: Intervention Reading
In case of outlying performers, this program is designed to provide additional instruction to students performing below expected level.

VI.                Intensive Reading: ‘Narrow’ Reading Program
This involves students reading selections by the same author or several texts about the same topic. When this occurs, content and grammatical structures repeat themselves and students get  many opportunities to understand the meanings of the text. The success of  "Narrow Reading" on improving reading comprehension is based on the premise that the more familiar the reader is with the text, either due to the subject matter or having read other works by the same author, the more comprehension is promoted.

Uses:
·         usually very short texts - not more than 500 words in length
·         chosen for level of difficulty and usually, by the teacher
·         chosen to provide the types of reading and skills that the teacher wants to cover in the course

VII.              Extensive Reading Course
On this program, students work with a class set of books, individual reading of material, of their own choice, with follow-up activities such as reading logs, reading journals, book reports or projects.

Uses:
·         Graded Readers
·         Texts on the same topic
·         Periodicals
·         Internet resources
·         Stories and articles chosen by the teacher

Sunday, July 15, 2012

Business Communication Syllabus


I.              Introduction
A.    Overview of Communication in Business
1.     Creation
3.     Business Stability
i.              The Meaning of Business
ii.             Communication
iii.            Business Communication
iv.            The Process of Communication
v.             Goal of Communication
vi.            Advantages of Printed Communication
vii.           Metacommunication
viii.          Kinesic Communication
B.    Organizing and Composing Messages
1.     Structure of Letters and Documents
i.          Parts of the Letter
ii.          Format of a Letter
iii.         Addresses, Salutations and Complimentary Closes
2.     Postal Products and Services
i.              Classification of Mails
ii.             Stationeries
iii.            Address Format
iv.            Non-mailable Items
II.             Revising and Proofreading Business Messages
A.    Improving Writing Techniques
B.    Effective Business Writing
1.       Characteristics of Effective Letters
2.       Fog Index
3.       Eliminating Weaknesses in Writing

III.            Electronic Mails and Memoranda
A.    Electronic Office
B.    Technologies in Business Communication
C.    Electronic Transmission
D.    Teleconferencing
E.    Inter-Office Documents
F.    Policies
G.    Contracts
IV.           Process Writing
A.    Institutional Meetings
B.    Notices
C.    Agenda
D.    Election
E.    Minutes

V.            Persuasive Writing
A.    Proposal Writing
B.    Letters for Public Relations
C.    Favorable and Unfavorable Replies

VI.           Writing a Report
A.    Report Preparation
B.    Business Report
C.    Classification of Reports
D.    Narrative Report
E.    Periodic Report
F.    Technical Report
G.    Special Report
H.    Annual Report
I.      Analytical Report
J.     Information Report

VII.          Employment-Process Communication
A.    Curriculum Vitae
B.    Personal Data Sheets
C.    Application Letter
D.    Recommendation Letter
E.    Special Orders
F.    Application for Leave
G.    Resignation
H.    Letter of Termination

VIII.         Employment Interviewing, Follow-up Messages
IX.           Oral Presentations
X.            Job Interviews

Metacommunication and Kinesic Communication


Metacommunication – a verbal message that although not expressed literally accompanies a message that may be translated literally. The meaning of the verbal message is entirely different from the literal definition of the used words. Skillful minds need to prudently scan the surrounding word or previous related messages in order to understand the appropriate meaning of the message.
Message
Possible Meaning
“Don’t be absent tomorrow.”
“You are frequently absent” or “I am reprimanding you for your absences.”
“Your work is excellent.”
“You are a desirable worker.”
“our stocks do not stay long in our store.”
“We sell quality items” or “our merchandise are highly saleable.”

Kinesic Communication – an idea expressed through nonverbal behavior, situation or action. A smile, a joly face, a wink, a frown, a sigh, and  a nod convey multifarious possible messages. The kind of attire, grooming, posture, temper, promptness, industry, speed, and gesture also manifest various possible meanings.

Five Categories of nonverbal communication:
  1. 1.       Facial expression
  2. 2.       Paralanguage
  3. 3.       Proximity
  4. 4.       Multichannel

A study revealed that in a message, words create 15% of the impact and nonverbals create 60 perscent of the impact. Some other nonverbal that create various impact include touch, silence, appearance, space, time noise, light, size, taste, clothing, color, sound and music.

Importance of Printed Communication


1. Written communication may reach many people, busy or idle, able or handicapped, rich or poor in different places both international and local event in the remotest barangay.

2. Printed materials provide. Written materials also chronicle transactions made between business organizations.

3. Written materials are ensured of their confidentiality if only handled by trusted courier. Message transmitted through bilabial process are surely made known to the channel and this transmission is applicable only to open messages.

4. Written materials do not reveal the speech defect or hearing disability of the message sender as well as the same incapability on the part of the addressee.

Wednesday, January 25, 2012

Basic Parts of a Research Paper

In writing a research paper, take careful note of its parts. The research paper has at least nine essential parts although, of course, there may be additional parts depending on the discretion of your instructor. The basic principle to consider in writing research paper is that you should first consider and familiarize yourself with the “works” of others and then try to compare them with your ideas.

1. Title Page
Oftentimes referred to as the ‘cover page,’ this section is where you indicate the title of your research, your name, institutional information and a few other relevant information prescribed by your instructor.

Ex:

Republic of the Philippines
UNIVERSITY OF RIZAL SYSTEM
Angono Campus
Angono, Rizal




AN ANALYSIS OF THE EFFECTIVENESS OF
THE EDUCATIONAL MATERIALS CREATED
BY THE STUDENTS OF AB ENGLISH
FOR THE SCHOOL
YEAR 2012




by


JUAN C. DELA CRUZ
AB-English I



2. Introduction
Introduce to your reader the “problem” by providing a brief background of your research. Include the basic reasons how and why you came-up with the problem, and the probable solutions that you can offer. In general, the introduction summarizes the purpose of the research paper.

3. Review of Related Literature
This section is where you will be providing all the relevant readings from previous works. Provide brief summaries or descriptions of the works of other authors. Make sure that your research materials are from credible sources such as academic books and peer-reviewed journals. Also, make sure that your reading materials are directly relevant to the topic of your research paper. The literature review typically includes the names of the authors, the titles of their works and the year of the publication of these works.

4. Conceptual Framework
This is a set of coherent ideas or concepts organized in a manner that makes them easy to communicate to others. A framework can help us to explain why we are doing a project in a particular way. It can also help us to understand and use the ideas of others who have done similar things.

We can use a framework like a travel map. We can read a map, because others before us have come up with common symbols to mark streets, lakes, highways, cities, mountains, rivers, etc...The scale on a map tells us how far apart different places are, so we will get an idea how long it might take us to get from one point to the next. A map also shows us that there may be many different paths that can be taken to get to the same place.

A framework can help us decide and explain the route we are taking: why would we use certain methods and not others to get to a certain point. People might have tried a similar path before and have had different experiences using one road versus another. Or, there may be paths that have never been explored. With a conceptual framework, we can explain why we would try this or that path, based on the experiences of others, and on what we ourselves would like to explore or discover.

5. Methodology
This section is where you will be providing the methods that you will be using in your research. Typical methodologies include laboratory experiments, statistical or mathematical calculations/computations, and comparison of existing literature.

5. Analysis of Data
This section is where you will be analyzing the data that you have obtained from the methodological operation that you have chosen. Depending on the type of your research paper, data analysis instruments and operations may vary. Common data analysis methods include but are not limited to SWOT Analysis (Strengths, Weakness, Opportunities and Threats) which is a form of a qualitative data analysis.

6. Results / Findings / Presentation of Data
This section is where you will be presenting the actual results of the analysis that you have made based on your chosen methodology.

7. Discussion / Implication of Data Analysis
This is where you will be discussing more of the results of your research, its implications on other fields as well as the possible improvements that can be made in order to further develop the concerns of your research. This is also the section where you need to present the importance of your study and how it will be able to contribute to the field.

8. Conclusion
Provide the conclusion to your research paper. While it is important to restate your general thesis in this section, it is also important to include a brief restatement of the other parts of the research paper such as the methodology, data analysis and results.

9. Reference Page / Bibliography
This section is where you list down all the academic materials you have used as sources of information in your research paper. Typical reference formats/styles include but are not limited to APA 5th, Harvard, MLA and Chicago/Turabian.

10. Appendices
This is the last few pages that support your analysis (especially repetitive or lengthy information), validates your conclusions or pursues a related point should be placed in an appendix (plural appendices). Sometimes excerpts from this supporting information (i.e. part of the data set) will be placed in the body of the report but the complete set of information ( i.e. all of the data set) will be included in the appendix. Examples of information that could be included in an appendix include figures/tables/charts/graphs of results, statistics, questionnaires, transcripts of interviews, pictures, lengthy derivations of equations, maps, drawings, letters, specification or data sheets, computer program information.

The information included in the appendix must bear directly relate to the research problem or the report's purpose. Each separate appendix should be lettered (Appendix A, Appendix B, Appendix B1, Appendix B2, Appendix C, etc). The order they are presented in is dictated by the order they are mentioned in the text of the report.

Tuesday, January 24, 2012

Content

Often, when a student is told to write a theme, his mind seemingly emptied of all ideas; he cannot discover anything worth writing about. Yet there are the thousands of things in the world to write about. The student who remembers that composition is a wholly natural process in which he has often indulged, and who keeps his eyes open and his mind active, will not be a loss for a subject.

Sources of Material. There are three general sources of material for compositions:

What we experience,
what we study,
what we read.

The student has a wide field of experiences as possible sources of writing material. If he has ever been alone in a sailboat when a storm came up, he can put on paper the record of his experience. He can write of a visit to the Coca-Cola plant, his first dance, an excursion he attended, or a class party where he did not enjoy himself. His life is rich in experience if we develop an “experiencing” nature.

Every intelligent student may derive many ideas from his various studies. Chemistry, general science, history, literature – all have wonderful possibilities for composition. The study of Philippine history might suggest a paper on the Death March from Bataan to Capas, Tarlac, from the point of view of a participant or an eye witness. Or the student might describe Manila during the Japanese occupation or give a vivid account of Rizal’s death in Bagumbayan. Botany shows us flowers, not as Shakespeare saw them, but as marvelous contrivances, the explanation of which will give us useful training in saying exactly what we mean. It is difficult, in short, to think of a branch of study which will not give us many things to talk or write about.

The third source of subject matter is our reading: magazine and newspaper, all sorts of books; in short, what we know as literature. The most obvious and natural source of ideas is life immediately around us and the record of that life in books, magazines and newspapers.

Choosing an Appropriate Subject. Your material may come from your own experience or from your reading. In any case, the material should be of a kind that you can handle. Don’t attempt a subject that is beyond your understanding. If writing to prove profitable and enjoyable, you must at all times exercise care in choosing your subject. The choice of subject will depend upon your general background, your interest, your personal experiences, and the time given you to develop your composition.

Your general background of a subject is the first consideration in your choice of a subject for a composition. In the preparation of an oral or written composition, your first concern should be the selection of a topic or subject that you fully understand. The student may be guided by answering the following questions:

1. With which subject am I most familiar?
2. Can I deal with this subject adequately?
3. Can I make this subject clear and interesting to others?

Interest is the second factor to be considered in the choice of a subject. A writer should consider the nature and probable interests of his readers. Interest is the bridge thrown between writer and reader; it determines the success of the composition. If the reader is interested, he will give your work a chance. If you cannot arouse his interest he will not read your work. To interest the reader, you must put spirit, liveliness, and vigor into what you say.

However, arousing the interest of the reader is not the only requirement of a good subject; the interest of the writer should be considered as well. The writer must deeply interested in his subject so that he may develop it forcefully and enthusiastically. Life is full of interest to any normal college student and what is interesting to him can be made interesting to other people, if told sincerely, simply, and with enough details to make the account vivid.

The third factor in the choice of subject matter is personal experience. All of your experiences in the past can be said, without stretching the point too much, to be a training for the writing which you do now. What you write must come from your own experience. Your material must be the product of your own thinking and observing. What aspect of the subject you select will depend on what you think is significant according to your personal experience in relation to your subject.

Your writing is a part of yourself. It should reflect your personality. This is particularly true of subjective or artistic literature. Only specific papers purposely strive to be impersonal and coldly objective. Allow your own way of thinking and doing to give originality and freshness to your work. Even material obtained from reference books will become more vital and stimulating if allowed to pass through the personality of the writer.

The fourth consideration is the choice of subject matter for a composition is the question of how much time you have to develop the composition. College composition are not intended to be exhaustive; hence the necessity of limiting your subject. Write of one thing at a time. Do not select a subject which is too broad or too general such as, “Professors,” “Cars,” “Students.” It is impossible to write a short composition clearly and forcefully about broad subjects. It is possible, however, for you to derive a properly limited subject from each of these. For example, you may have no difficulty in writing successfully on one or more of the following limited subjects: “My First Day in the University,” “My Favorite Professor,” “A Car Accident,” or “A Student Leader.” By selecting a proper limited subject and presenting specific details of it you will be able to interest your readers; however, you will fail to do so if you carelessly choose a large subject and make only a few vague, general statements about it.

Sunday, August 21, 2011

Business Communications: Email Etiquette


1. Be concise and to the point. Do not make an e-mail longer than it needs to be. Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.

2. Answer all questions, and pre-empt further questions. An email reply must answer all questions, and pre-empt further questions – If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration. Moreover, if you are able to pre-empt relevant questions, your customer will be grateful and impressed with your efficient and thoughtful customer service. Imagine for instance that a customer sends you an email asking which credit cards you accept. Instead of just listing the credit card types, you can guess that their next question will be about how they can order, so you also include some order information and a URL to your order page. Customers will definitely appreciate this.

3. Use proper spelling, grammar & punctuation. This is not only important because improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. And, if your program has a spell checking option, why not use it?

4. Make it personal. Not only should the e-mail be personally addressed, it should also include personal i.e. customized content. For this reason auto replies are usually not very effective. However, templates can be used effectively in this way, see next tip.

5. Use templates for frequently used responses. Some questions you get over and over again, such as directions to your office or how to subscribe to your newsletter. Save these texts as response templates and paste these into your message when you need them. You can save your templates in a Word document, or use pre-formatted emails. Even better is a tool such as ReplyMate for Outlook (allows you to use 10 templates for free).

6. Answer swiftly. Customers send an e-mail because they wish to receive a quick response. If they did not want a quick response they would send a letter or a fax. Therefore, each e-mail should be replied to within at least 24 hours, and preferably within the same working day. If the email is complicated, just send an email back saying that you have received it and that you will get back to them. This will put the customer's mind at rest and usually customers will then be very patient!

7. Do not attach unnecessary files. By sending large attachments you can annoy customers and even bring down their e-mail system. Wherever possible try to compress attachments and only send attachments when they are productive. Moreover, you need to have a good virus scanner in place since your customers will not be very happy if you send them documents full of viruses!

8. Use proper structure & layout. Since reading from a screen is more difficult than reading from paper, the structure and lay out 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.

9. Do not overuse the high priority option.We all know the story of the boy who cried wolf. If you overuse the high priority option, it will lose its function when you really need it. Moreover, even if a mail has high priority, your message will come across as slightly aggressive if you flag it as 'high priority'.

10. 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 in the form of a flame mail. Therefore, try not to send any email text in capitals.

11. Don't leave out the message thread. When you reply to an email, you must include the original mail in your reply, in other words click 'Reply', instead of 'New Mail'. Some people say that you must remove the previous message since this has already been sent and is therefore unnecessary. However, I could not agree less. If you receive many emails you obviously cannot remember each individual email. This means that a 'threadless email' will not provide enough information and you will have to spend a frustratingly long time to find out the context of the email in order to deal with it. Leaving the thread might take a fraction longer in download time, but it will save the recipient much more time and frustration in looking for the related emails in their inbox!

12. Add disclaimers to your emails. It is important to add disclaimers to your internal and external mails, since this can help protect your company from liability. Consider the following scenario: an employee accidentally forwards a virus to a customer by email. The customer decides to sue your company for damages. If you add a disclaimer at the bottom of every external mail, saying that the recipient must check each email for viruses and that it cannot be held liable for any transmitted viruses, this will surely be of help to you in court (read more about email disclaimers). Another example: an employee sues the company for allowing a racist email to circulate the office. If your company has an email policy in place and adds an email disclaimer to every mail that states that employees are expressly required not to make defamatory statements, you have a good case of proving that the company did everything it could to prevent offensive emails.

13. Read the email before you send it. A lot of people don't bother to read an email before they send it out, as can be seen from the many spelling and grammar mistakes contained in emails. 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.

14. Do not overuse Reply to All. Only use Reply to All if you really need your message to be seen by each person who received the original message.

15. Mailings > use the Bcc: field or do a mail merge. When sending an email mailing, some people place all the email addresses in the To: field. There are two drawbacks to this practice: (1) the recipient knows that you have sent the same message to a large number of recipients, and (2) you are publicizing someone else's email address without their permission. One way to get round this is to place all addresses in the Bcc: field. However, the recipient will only see the address from the To: field in their email, so if this was empty, the To: field will be blank and this might look like spamming. You could include the mailing list email address in the To: field, or even better, if you have Microsoft Outlook and Word you can do a mail merge and create one message for each recipient. A mail merge also allows you to use fields in the message so that you can for instance address each recipient personally. For more information on how to do a Word mail merge, consult the Help in Word.

16. Take care with abbreviations and emoticons. In business emails, try not to use abbreviations such as BTW (by the way) and LOL (laugh out loud). The recipient might not be aware of the meanings of the abbreviations and in business emails these are generally not appropriate. The same goes for emoticons, such as the smiley :-). If you are not sure whether your recipient knows what it means, it is better not to use it.

17. Be careful with formatting. Remember that when you use formatting in your emails, the sender might not be able to view formatting, or might see different fonts than you had intended. When using colors, use a color that is easy to read on the background.

18. Take care with rich text and HTML messages. Be aware that when you send an email in rich text or HTML format, the sender might only be able to receive plain text emails. If this is the case, the recipient will receive your message as a .txt attachment. Most email clients however, including Microsoft Outlook, are able to receive HTML and rich text messages.

19. Do not forward chain letters. Do not forward chain letters. We can safely say that all of them are hoaxes. Just delete the letters as soon as you receive them.

20. Do not request delivery and read receipts. This will almost always annoy your recipient before he or she has even read your message. Besides, it usually does not work anyway since the recipient could have blocked that function, or his/her software might not support it, so what is the use of using it? If you want to know whether an email was received it is better to ask the recipient to let you know if it was received.

21. Do not ask to recall a message. Biggest chances are that your message has already been delivered and read. A recall request would look very silly in that case wouldn't it? It is better just to send an email to say that you have made a mistake. This will look much more honest than trying to recall a message.

22. Do not copy a message or attachment without permission. Do not copy a message or attachment belonging to another user without permission of the originator. If you do not ask permission first, you might be infringing on copyright laws.

23. Do not use email to discuss confidential information. Sending an email is like sending a postcard. If you don't want your email to be displayed on a bulletin board, don't send it. Moreover, never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke.

24. Use a meaningful subject. Try to use a subject that is meaningful to the recipient as well as yourself. For instance, when you send an email to a company requesting information about a product, it is better to mention the actual name of the product, e.g. 'Product A information' than to just say 'product information' or the company's name in the subject.

25. Use active instead of passive. Try to use the active voice of a verb wherever possible. For instance, 'We will process your order today', sounds better than 'Your order will be processed today'. The first sounds more personal, whereas the latter, especially when used frequently, sounds unnecessarily formal.

26. Avoid using URGENT and IMPORTANT. Even more so than the high-priority option, you must at all times try to avoid these types of words in an email or subject line. Only use this if it is a really, really urgent or important message.

27. Avoid long sentences. Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick medium and requires a different kind of writing than letters. Also take care not to send emails that are too long. If a person receives an email that looks like a dissertation, chances are that they will not even attempt to read it!

28. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. By sending or even just forwarding one libelous, or offensive remark in an email, you and your company can face court cases resulting in multi-million dollar penalties.

29. Don't forward virus hoaxes and chain letters. If you receive an email message warning you of a new unstoppable virus that will immediately delete everything from your computer, this is most probably a hoax. By forwarding hoaxes you use valuable bandwidth and sometimes virus hoaxes contain viruses themselves, by attaching a so-called file that will stop the dangerous virus. The same goes for chain letters that promise incredible riches or ask your help for a charitable cause. Even if the content seems to be bona fide, the senders are usually not. Since it is impossible to find out whether a chain letter is real or not, the best place for it is the recycle bin.

30. Keep your language gender neutral. In this day and age, avoid using sexist language such as: 'The user should add a signature by configuring his email program'. Apart from using he/she, you can also use the neutral gender: ''The user should add a signature by configuring the email program'.

31. Don't reply to spam. By replying to spam or by unsubscribing, you are confirming that your email address is 'live'. Confirming this will only generate even more spam. Therefore, just hit the delete button or use email software to remove spam automatically.

32. Use cc: field sparingly. Try not to use the cc: field unless the recipient in the cc: field knows why they are receiving a copy of the message. Using the cc: field can be confusing since the recipients might not know who is supposed to act on the message. Also, when responding to a cc: message, should you include the other recipient in the cc: field as well? This will depend on the situation. In general, do not include the person in the cc: field unless you have a particular reason for wanting this person to see your response. Again, make sure that this person will know why they are receiving a copy.

ref: emailreplies.com