Write Better At Work

Email Writing Quiz

Americans tend to think of email as an informal way of communicating, much like phone calls. However, the chatty style of a phone conversation isn't always appropriate for business emails.

Directions: Answer the questions below. Then see where your score falls on the Formality Scale.

Note: If your email will be sent to more than one person, think of the person with the highest position as you answer the questions below.

Questions
Distance
  1. How well do I know the person who will get the message?
    Well
    Slightly
    Not at all
  2. How does my position compare with the person to whom I'm writing?
    I outrank this person.
    We're peers.
    This person outranks me.
  3. How does this person sign emails? (If you don't know, choose With a full name and title.)
    With a first name
    With a full name
    With a full name and title
Purpose
  1. Why am I writing?
    To maintain a personal relationship
    To handle a routine matter
    To represent my company
  2. How do I expect my reader to react to my message?
    I expect my reader to welcome my message.
    I need to convince my reader to act or to agree.
    I expect my reader will dislike or distrust what I have to say.
Language
  1. What language does my company use in writing to people like my reader?
    Abbreviations like LOL and expressions like pissed off are OK.
    Our emails use the same language we use in polite conversation.
    We avoid contractions (such as it's or can't) and use precise technical terms (myocardial infarction instead of heart attack).
  2. What best describes the verbs my company uses?
    Informal phrases that are hard to translate: He runs circles around everyone else instead of He outperforms everyone.
    Everyday action words: researchers did an experiment; officials looked into the cause of the accident.
    Precise and formal action words: researchers performed or conducted an experiment; officials investigated the accident.
Expectations
  1. What are my company's standards for email greetings?
    Use no greeting.
    Use a greeting like Hello or Dear Bob.
    Use a greeting like Dear Mr. Smith or Bob Smith.
  2. What tone does my company use in writing to people like my reader?
    Warm and personal
    Neutral and businesslike
    Highly formal
  3. What style does the person to whom I am writing expect in emails? (If you don't know, choose the last item.)
    About as formal as a phone call
    More formal than a phone call, but less formal than a letter
    About as formal as a business letter