To: All Graduate Advisors
Subject: Meeting
Dear Dr. Smith,

We will soon be conducting informative sessions where students will learn everything about Graduate School from financial aid and scholarship opportunities to how to make the most of their campus experience. We will host a networking dinner after the information sessions nearby at the Ballroom. This meeting will serve as an opportunity for students to meet other students, faculty, staff, and different services our university has to offer. We would like a representative from your office to be present to help us welcome the students and inform them of your services. A booth will be available for you upon request. This Annual Graduate Orientation is our way of welcoming our new and current students and helping them kick off their semester strong! You are cordially invited to attend. Please let us know if you could attend by e-mail at gradoffice@yourschool.edu on Thursday, Aug. 25th from 5-8 p.m. at the Student Union.

Graduate Office
-What would make this email more readable?
A) If it had headings for easy skimming.
B) If it was longer.
C) If it was double spaced.
D) If it included an introduction that explains the benefits of orientation meetings.

Question

To: All Graduate Advisors 
Subject: Meeting 
Dear Dr. Smith, 
 
We will soon be conducting informative sessions where students will learn everything about Graduate School from financial aid and scholarship opportunities to how to make the most of their campus experience. We will host a networking dinner after the information sessions nearby at the Ballroom. This meeting will serve as an opportunity for students to meet other students, faculty, staff, and different services our university has to offer. We would like a representative from your office to be present to help us welcome the students and inform them of your services. A booth will be available for you upon request. This Annual Graduate Orientation is our way of welcoming our new and current students and helping them kick off their semester strong! You are cordially invited to attend. Please let us know if you could attend by e-mail at gradoffice@yourschool.edu on Thursday, Aug. 25th from 5-8 p.m. at the Student Union. 
 
Graduate Office
-What would make this email more readable?
A) If it had headings for easy skimming.
B) If it was longer.
C) If it was double spaced.
D) If it included an introduction that explains the benefits of orientation meetings.

Quizplus · Accepted Answer

Emails are one of the most frequently used correspondence methods in the workplace. Often, individuals get more emails than they can or need to read in order to do their job. If you have an important email that you want to be read by your audience, implement these strategies to compose effective emails that get read:
Prepare readers for the key information in your message by using a clearly worded subject line or opening sentence.
Put the most important information in the opening paragraph.
Format the message to help readers recognize its organization and major points.
Keep sentences and paragraphs short. You will make readers annoyed and impatient if they must read your message more than once to grasp your meaning.
Try to keep your message to a single page or screen. If your message exceeds a single page or screen, use headings to guide your reader through it.
Keep a copy of every message you send and every message you receive for at least 3 years. When others forget what they wrote to you or what you wrote to them (or the fact that you wrote at all), your ability to retrieve the message in question will save time, avoid arguments, correct mistakes, and reinforce your reputation for efficiency.
The email sent by the Graduate Office is one long paragraph with no headings that allow for easy skimming, making it appear disorganized and difficult to read.