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Daniel Machon
Professor Olivia Rines
UWRT 1101
9 February 2015
Genre Analysis: Emails
Technological advances have been made over the past decade and throughout the past
few years. We have seen that with these advances come different forms of communication,
through text messages, emails, and even video calling. With the new communicative actions
comes the formation of new genres that we can break down and study. After the creation of the
World Wide Web in the early 1990s, came one of the first electronic mailing abilities, which is
what we know as e-mail (Mizrahi). E-mail has served communicative purposes throughout the
world. As we break down the basics of e-mails, we will observe the features of e-mails, which
are what constitutes its function. As we observe the basics, features and functions of emails, we
will also see how these different things play a bigger part in the overall genre of itself.
The purpose of emails is primarily for two parties to be able to communicate
electronically. As we dig deep into the purpose of emails we find certain discourse modes, which
are building blocks which we can draw on in many different genres and the use in actual texts in
flexible ways for a range of purposes (Bax 63). E-mail encompasses a few of these discourse
modes; such as description, information, argument, instruction, and interaction. Usually any
specific e-mail will contain one, if not a few of these discourse modes. For example, if one looks
through their inbox, many times there will be a blast email, which will give you a certain
information or advertisement for a certain company. This incorporates one of the most common
discourse modes among emails, which would be informative. These different discourse modes

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are very important to determine the purpose of the email. Without a specific discourse mode,
then there would be no purpose of a specific email. An email could have multiple discourse
modes included into one email, meaning that the specific email serves more than just one
purpose.
Throughout our study of genres the realization that there are specific features of genres
came to mind. The function of the email determines how the features will play out within the
genre. The features of email are broken down below.

Location: E-mails usually originate on a computer, phone, tablet, or another electronic

device that has access to the Internet and e-mail capability.

Topic focus: Topics of e-mails could vary based on the situation in which they are to
be sent. For example, an e-mail sent to your boss would have a different topic than an
e-mail sent to a childs teacher.

Visual Aspects and Layout: There is a certain layout in which most emails are sent.
Most times emails start with a salutation, have a body of the email, and end with a
signature. Depending on how formal the situation, the structure might change.

Length: Just like the topic focus of an email, the length of an email could vary
depending on the situation. Emails should typically be shorter; none of us want to have
to read a long email. Emails are meant to be an expressway of communication, rather
than sending a letter or even having to meet face to face. Being concise and to the point
is what is desired in an email.

Structure: The structure of an email must involve an address line, subject line and
have some sort of specific topic. From there the structure of the email could be different
based off the formality of it. (Refer to Appendix for Examples)

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Style and Register: Typically email is a more formal way of communication. While
some emails are more informal, in non-professional situations, the style of formal and
informal emails will differ in the way that they are laid out and designed.

For example,

student and professors use emails for formal, out of classroom, communication.

Grammar: Grammar is an important factor, especially if it is within the professional

realm. Grammar rules are important when the email is going to be sent in a formal
manner.

Lexis/Jargon: The jargon or technical language within an email would be based upon
the nature of the email and in what setting the email is sent. For example, an email sent
to a specific person in the Air Conditioning business might use different technical
language than that of a person in an Electric business. As the Writing Center at the
University of North Carolina at Chapel Hill said, depending on your purposes, the
messages you send will differ in their formality, intended audience, and desired
outcome (Effective E-mail Communication, 1)

Email has become widespread use of communication among different professions and
personnel. As stated before, the function of an email, or any genre of that matter, determines the
features that the genre will have. All of the features listed above will change based on the
communicative purpose and function of the email. In a more formal communication setting,
such as a professor and student, the features of that email will differ from that of an email
between two friends. For example, Appendix A shows an email that is written from a student to
a professor, in a formal setting. The audience of this situation would be someone who is a
superior (professor) from someone who is less educated in this particular area of study.
(student). If the email was written from the professor to the student, then the same sense of

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professionalism that the student wrote it should be shown through the professor. Aspects of this
email that are important are the salutation at the beginning and the end. Addressing the
professor, in this case, is an important detail that must be included because it shows a degree of
professionalism and respect.
Appendix B is another example of an email, but instead shows a more informal style of this
genre. The function of this email is different; going from one friend to another, so the features of
this specific example is different because of the setting. Jargon and other technical language that
might be used in a more formal email would not necessarily be needed in this less formal style.
Less formal style can be seen through the salutation at the beginning. The layout of this example
is not professional, nor is it something that you would send to a boss or professor. While in this
specific example grammar is used properly, some personal emails are lacking in its grammatical
content, compared to the example is appendix A. As the function changes the features will also
change, so that the communicative purpose of the email will be evident.
Appendix C shows a third style of an email. This type of email is known as a blast email.
A blast email is defined as a single sending of many electronic messages (emails) to many
people at the same time (Cambridge Dictionaries Online). Most people who use emails have
all see this type of email, coming from stores for online shopping or special offers that are being
made. Email blasts serve to appeal to the audience, usually customers, so they would have
totally different features than that of the formal and informal styles of emails. When comparing
this example to all of the others, we see visual differences in them. This specific example has
more pictures and is more appealing. Effective email blasts address the needs of a specific
audience, so the content must be relevant to that particular group. Make sure you use your
knowledge of your customer and your product or service when writing your email blast

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(Mizrahi, 84). The function of this email is different of that of the other two and because of that
we know the features are also different. Expect to see more images and catchy phrases in a blast
email that is trying to appeal to a bigger audience than a formal or informal email that is between
two people. In this example, the use of images and catchy phrases is what truly shows the design
and layout of what a blast email is for.
The three examples that have been explained are all prime examples of what can be
expected when analyzing the genre of emails. Determining the function of the email helps us as
an audience expect what features are going to be displayed. Despite the fact that we may realize
a function of an email and therefore know the features, the genre of email is changing day by
day. With the influence of other communicative technology, the formality of email is slowly
becoming informal. There are so many aspects of emails that could be broken down deeper.
Researching and studying this topic helped me realize that there is so much more to genres than
what is taught in school. I would never have thought that emails by themselves are genres, but
breaking them down it truly shows that it is. At the same time while studying one particular
genre it showed that there are so many fine details that are within the particular genre. Studying
the genre of emails, it helped me wrap my brain around what the purpose of a specific genre
truly entails.

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Works Cited
Mizrahi, Janet. Web Content: A Writers Guide. New York: Business Expert Press, 2013.
eBook.
Shipley, David and Will Schwalbe. Send: The Essential Guide to Email for Office and
Home. New York: Alfred A. Knopf, 2007. Print.
The Writing Center. Effective E-mail Communication. University of North Carolina at
Chapel Hill, 2014. Website. February 9, 2015.
"Cambridge Dictionaries Online." Email Blast. Web. 23 Feb. 2015.
<http://dictionary.cambridge.org/us/dictionary/business-english/email-blast>.

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Appendix




Appendix A

Appendix B

Appendix C