3.4 Steps for Writing Effective Direct Approach Internal Emails

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.

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: 504-123-4000 ext. 123
Email: staylor12@uvictoria.ca
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.

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

For more details on salutations and sign-offs, see

• How to Start an Email: 6 Never-Fail Introductions and 6 to Avoid (https://www.grammarly.com/blog/how-to-start-an-email/)
• Professional Email Salutations: Tips and Examples (https://www.indeed.com/career-advice/career-development/professional-email-salutations)
• How to End an Email: 9 Best and Worst Email Sign-offs (https://www.grammarly.com/blog/how-to-end-an-email/)
• How to End an Email with Examples (https://www.thebalancecareers.com/email-message-closing-examples-2061895)
• How to End an Email: 39 Examples of Email Closings (https://autoklose.com/how-to-end-an-email/)

Writing the first sentence in an email

Begin your internal email with a direct, audience-focused statement or question.

Some writers begin internal and external emails with phrases such as “I hope you are having a good day” or “I hope you are keeping well”. If you work in a culture where such “small talk” is expected, then include such phrases. Otherwise, they can be eliminated.

Avoid beginning with “My name is Susan Taylor and I am writing to you”. Your name and your position within the organization are detailed in your email signature. Use this self-introduction only if you are writing to someone who may be surprised to be receiving an email from you.

Writing reader-focused sentences

Speaking directly to the reader helps to establish an appropriate tone and build rapport in your writing. Reader-focused writing emphasizes the reader’s experience while reading your writing.

Using highlighting techniques to enhance readability

Below are some techniques that highlight key information to improve readability.

Examples of Various Highlighting Techniques

Writing the Close

For the closing section, two options are available: end with a goodwill statement or make a call to action.

Check your Knowledge: Writing the First Draft