Compose and send email with a clear subject and message, use To, Cc and Bcc and attachments correctly, and apply good email etiquette

What this dot point is asking

This outcome is about using email properly and politely. You should be able to compose a message with a clear subject and body, use the To, Cc and Bcc fields correctly, add attachments, and follow email etiquette so your messages are clear, respectful and professional. In the written paper you explain the fields and etiquette and describe sending a message with an attachment; in the practical you may compose and send email.

The answer

The parts of an email

• To. The main recipients, the people the email is mainly for and who you expect to read or act on it.
• Cc (carbon copy). People who should see the email for information but are not the main recipients. Everyone can see the Cc names.
• Bcc (blind carbon copy). Also sends a copy, but Bcc recipients are hidden from the others. Use it to email a large group while keeping everyone's address private.
• Subject. A short line saying what the email is about, so the reader knows before opening it.
• Body. The message itself, with a greeting, the content, and a sign-off.

Writing a clear message

A good email has a clear subject (such as "Geography report, class 4A"), a polite greeting, a short and clear message, and a sign-off with your name. Keep it focused: say what you need, give any detail, and be brief. Correct spelling and a respectful tone make a good impression.

Attachments

An attachment is a file sent with the email, such as a report or an image. You add it with the attach option before sending. Two cautions:

• Check it is attached. It is easy to write "see attached" and forget the file. Confirm it is there before sending.
• Watch the size. Very large files may fail to send. For big files, compress them or share a cloud link instead.

Email etiquette

Etiquette means polite, sensible behaviour:

• Use a clear subject and a polite greeting and sign-off.
• Keep the message clear and respectful; avoid all capitals, which reads as shouting.
• Reply in good time, and use Reply All only when everyone really needs the reply.
• Do not forward private messages or addresses without permission.

Examples in context

Example 1. A club newsletter to members. A secretary emails the monthly newsletter to fifty members using Bcc, so every member gets it but no one can see the others' addresses, protecting everyone's privacy. The To field holds only the secretary's own address.

Example 2. A group project update. A student emails the team an update with To for the teammates and Cc for the teacher, who needs to see it for information but is not part of the team. The clear subject and short message let everyone see at a glance what changed.

Try this

• Cue. State what the To, Cc and Bcc fields are each used for. (To for the main recipients, Cc for visible information copies, and Bcc for hidden copies so recipients cannot see each other.)

• Cue. Describe how to send a file to someone by email, including one check before sending. (Write the message, use the attach option to add the file, confirm the file is attached and not too large, then send.)

• Cue. Give two email etiquette points. (Use a clear subject and a polite greeting and sign-off, and keep the tone respectful with correct spelling, avoiding all capitals.)