email writing guide, use when sending any question/suggestion to us

Please note and follow the guidelines below concerning the writing of e-mail messages.

Subjects
Give the message a subject/title. E-mail messages without a subject may not be opened because of a fear of viruses and especially note that it is very easy to forget to type this important information.

Subject contents
Keep the subject short and clear but avoid such headings as:
'hi', ‘Good News’, ‘Hello’, ‘Message from Mary’. These headings are common in messages containing viruses. Short but specific headings are needed,
Examples:
ehcp problem, mail sending not working
ehcp feature suggestion: emails...
howto do this...

Purpose
Start with a clear indication of what the message is about in the first paragraph.
Give full details in the following paragraph(s).
Make sure that the final paragraph indicates what should happen next.
e.g. I will send a messenger to your office on Tuesday morning to collect the faulty goods.
e.g. Please let me have your order by the beginning of the month.

Action
Any action that you want the reader to do should be clearly described

Names
Include your name at the end of the message. It is most annoying to receive an email which does not include the name of the sender. The problem is that often the email address of the sender does not indicate exactly who it is from, e.g. 0385915d@polyu.edu.hk

Please follow these guidelines with all e-mail messages that you send.

Kind regards