Module 2a — Office
Correspondence
and Records
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Subject lines
Subject lines are very important in office correspondence. They are as critical to memos, letters, and emails as executive summaries are to long and complex reports. They are the means by which your readers decide when and if they will read your message. A good subject line should let them know what to look for in the message.
People who give little thought to planning their messages rarely consider the value that subject lines can give to a piece of writing. Here are some examples:
Subject: INFORMATION NOTE
Subject: RESTRUCTURING ETC.
Subject: TRAVEL
Subject: URGENT — MESSAGE FROM THE REGIONAL DIRECTOR
Subject: PRE-REGISTRATION DEADLINE
Subject:
The blank space for the final example is not a mistake; at least, it isn’t a mistake in the course. Some writers don't take the time or care to include a subject line.
Here are some examples of better subject lines:
Subject: 2002-2003 IMPLEMENTATION REPORT
Subject: POLISH DONATION TO UBW FOR 2002
Subject: DRUGS FOR TREATMENT OF AIDS — REQUEST FROM THE ISRAEL AIDS TASK FORCE
Subject lines that are brief are not necessarily better. Most email programs can display subject lines of 8-10 words, so you do not need to feel very restricted.