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----
-layout: page
-title: Email
-language: en
-ref: mail-etiquette
----
-I have seen many people having problem with using email, especially from my classmates.
-Writing email is an important skill, and knowing how to write email properly is respecting
-the recipient.
-
-In this article I am writing about how to write a proper mail,
-my email preferences, and some technical issues related to email.
-If you violate too many red flags I stated here I probably won't read your mail.
-
-### Contents
-* Table of contents
-{:toc}
-
-# Email Structure
-
-Here is a generic email structure:
-
-	[Tag] Subject
-
-	Greeting: Hi/Dear [name]/Sir/Madame/To whom it may concern,
-
-	Introduction
-
-	Elaboration
-
-	Regards
-
-	Signature
-
-## Subject
-
-Some people find it hard to come up with a good email subject.
-
-You can (and should) include a short tag to let the recipient know about the topic
-before reading the whole subject line, unless they requested otherwise.
-
-## Greeting
-
-It's not a problem for most people, though I have personally received many emails without greeting.
-An email is not a private message, and even for private message you probably should do a greeting
-before a conversation as well.
-
-Note:
-
-- Hi/Hello is informal, so you probably should avoid it if you don't know the person.
-- You could include the person's title (e.g., Dr.) if you like and the other person is comfortable, but for me personally, don't use Mr.
-- Refer to the person with their preferred name. For me, this means don't use my family name[^1]. Also, don't deadname trans people.
-
-## Introduction
-
-It is necessary to introduce yourself if you and the other person don't know each other. Start with
-
-	My name is... I am ...
-	I am writing this mail to ...
-
-If you know the person, you can just come to the reason you're writing this mail.
-
-## Regards and Signature
-
-To close an email, you should end it with:
-
-- Sincerely,
-- Regards,
-- Yours cordially,
-- Best,
-
-... followed by your name. 
-
-# Language
-
-This should go without saying, but when someone sends you an email in a language,
-don't reply in another, unless you're asked to.
-
-## Pronoun
-
-Pronoun is a sensitive topic, and mispronoun someone can make [zem]
-feel very uncomfortable.
-
-In English, this is not very a common problem, since first and second pronouns
-are neutral. In other languages, such as French or German, it is not. Using "tu"
-or "du/ihr" in a formal email (i.e. not with your friends) will make you look
-very unprofessional. Choosing pronouns is a difficult problem in a deeper level,
-since the pronouns depend on age, gender, social status, job, etc and not
-just the formalness. That's why I don't like writing in Vietnamese.
-
-# Attachment
-
-This is a rather technical topic, but it's simple to follow.
-
-[Don't send Word documents][no-word]. Words are not only bloated and inefficient,
-it also poses malware and virus threats. Of course, you wouldn't attach those, but for
-safety many people including me would not take the risk.
-
-Instead, just include the text inside the email if it is not long, export the document
-as pdf, HTML, or plain text file.
-
-Similarly, don't send RAR archive. RAR is a proprietary archive format, which means
-free software cannot open it. Please use an open format like ZIP instead, or better yet,
-just attach individual files in the email - I can preview without download that way.
-
-# Send in plain text
-
-This is a rather technical topic, but it's simple to follow.
-I'm not dictating which format you should use when emailing someone else, but please do
-this when you send me an email.
-
-HTML text is preferred by marketers, since they can embed bloated images and GIFs in the
-email, which can assist their intended purpose.
-
-However, I recommend writing mails only in plain text for following reason:
-
-- HTML allows phishing
-- HTML makes tracking possible, which doesn't respect recipient's privacy
-- HTML emails are less accessible (I will make a post about accessibility and link here)
-
-In fact, many mail clients only display plain text and not HTML. On the other hand, all
-mail clients can display plain text.
-Many mailing list blocks HTML. HTML is for the web, which email is not[^2].
-
-Read [this page][useplaintext] to see how to write mail in plain text file.
-
-## What if I want to include an image?
-
-Attach it as a file and refer to that.
-
-## Links are usually long and I'm afraid it can be disruptive
-
-You can use reference, like this:
-
-	Please read the post [1] for more information.
-	...
-
-	[1]: https://example.org/this-link-is-long-and-disruptive
-
-[^1]: I would say it's the same for all other Vietnamese people. Vietnamese people currently has quite few family name,
-and most of them are "Nguyễn", therefore we never refer to one another as family name. This could be different for other Asian culture,
-e.g. Chinese or Japanese people may use family name in formal situation.
-[^2]: They work on entirely different protocols, with different formats.
-
-[useplaintext]: https://useplaintext.email
-[zem]: /menglish.html
-[no-word]: https://www.gnu.org/philosophy/no-word-attachments.html