genealogy-related email

How to write effective emails for ancestry, genealogy, and history research. 

Writing and communicating with other historical and ancestry researchers and storytellers is a skill. Email is one of the most important lines of communication for learning, securing information, and developing relationships with researchers and persons from whom you will be requesting information.

How to Write Genealogy-related Email
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In this article, I share a few of the important lessons I have learned and gathered about how to increase your research productivity with email.

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Getting Started with Genealogy-related Email

If this is your first genealogy-related email, consider this as an introduction.

Keep it simple

When writing a genealogy-related email, explain who you are. Briefly explain your interest in family history. Don’t overwhelm the recipient with questions or your entire family tree in your first email. Tell how you’re related to the person or family you are contacting them about. Consider how you found out about the person you are contacting. Was it from the relative or researcher? If appropriate, pass on a greeting from that person.

The subject line is everything

The subject will often determine whether your email is opened or directed to an email’s “spam” or “trash” folder. Consider putting the full name or surname of the specific ancestor plus the word genealogy. For example, “Ewell Genealogy.”

Writing to someone who speaks another language

If you’re writing someone who speaks a different language, you request help from someone who knows the language. Review a research guide from the county of the Family History Library catalog. There are usually several examples of letters in various languages with English translation, and language translation sites can help in a pinch. If you’re not sure which language to send your email, send it in both languages. Use simple words and phrases in your email, which will increase the chance that words will be translated correctly. Check (and, if needed, correct) key facts such as names and dates before sending an email.

Remember that you are writing to request a favor

Once you have contacted the individual, there may still be some reservations about who you are or sharing the requested information. Let them know it would be helpful to receive a few basic facts. Ask them what further information they may need from you. If they refuse to share information, don’t press them. Ask them if there is someone else that could assist.

Say “Thank You”

When individuals take time to help you, write a thank-you note to them. The time to write thank you is when you finish reading their email. It is also nice to keep them posted on your research progress going forward.

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How to Write Genealogy-related Email

Begin by ensuring that you have the correct email address of the person you are emailing. If you don’t, it will come back to you as undeliverable. Type the email address into the “TO” box.

Next, determine the topic of the email

The topic is what should go in the “RE” or “Subject” box. Be specific because the recipient may not know you; if she can’t determine what the email is about, she may delete your message or flag it as spam. Keep the email short. The first word of the title should be capitalized; all other words–unless proper nouns–should be in lower case.

Begin typing the message to the recipient

Use the proper grammar rules; if, in doubt, www.drgrammar.org will answer any questions. Even if the email is more casual, such as an email to a friend or family member, take the time to prevent typographical errors, use proper form, and spell-check. To use spell-check, click on the icon marked “Spelling” or “Check Spelling,” It will check the body of the email for errors and suggest corrections. After you have written the body of the message, read it out loud to yourself to make sure you’ve used proper grammar and haven’t omitted any text.

Finish the email with an ending, such as “Sincerely” or “Respectfully“

Under that, add your name. If this is a business email, you should always type your email address and telephone number below your name and any other pertinent information, such as your company and your title. Once you are satisfied with your email, click “Send.”

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How to Write a Personal Email

The following are a few tips for writing emails that are well received.

Choose your words

Things can get taken out of context over email, so make sure your message is clear, readable, and friendly. While you can convey discontent in an email, you should always include a warm closing statement at the end—especially if it’s not the most favorable email. Short phrases and one-word replies can appear snide and rude—like you’re talking to something, not someone, or to someone who doesn’t matter. When it comes to business, clients need to feel special and that they can talk to you even using an impersonal form of communication such as email.

Determine the intended recipient and include a greeting with the recipient’s name

If you’re writing back and forth, try to include a greeting in each reply, and a greeting will help make the email more personal. In addition, use a salutation and sign your name, even just your first name, if you’re comfortable enough with a client or supervisor.

Enable future contact

It’s essential that someone can contact you in a way other than email, so give your phone number in the signature to your message. Some people don’t agree with releasing this information; however, if you’re in business, you can’t hide behind a computer. Giving business associates your phone number shows they can reach you should they wish to talk instead of email alone.

Chit chat

While you don’t want to recap details of your weekend, you can include a personal note. It’s never wrong to tell someone you hope they had a lovely time on their vacation after you ramble on in a message about the business. This often leads to more personalized email and a strong business relationship. While you may not want to get too carried away talking about personal things over email with a client or boss, I think it’s okay to get to know a supervisor or customer.

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Observe Etiquette in Genealogy Related Email

As email becomes one of the most frequently used forms of communication, you must observe proper email etiquette to keep communications cordial and respectful. From using basic writing etiquette rules to more complex technical customs, follow these steps to observe good email etiquette:

Write to your audience

Just as with letter writing or spoken communication, you must write an email with your specific audience in mind. Keep the email personal but appropriately formal or casual by starting with a greeting and a few courtesy words. Use spaces between paragraphs and an appropriate valedictory, such as “Best regards” or “Sincerely,” to end the email.

Keep file attachments light

One of the most common violations of email etiquette is attaching large files to the email. Large files clog the recipient’s email inbox, making the download very slow. If you need to send someone an email with an attachment more significant than one megabyte, get approval from the recipient in advance or ask if there’s a better way to transfer the file.
3. Make sure the email is relevant. An email is an address box like your physical mailbox at home. So flooding people you know with emails that are important to you but irrelevant to them is considered bad etiquette and sometimes is even classified as “spam” or unwanted junk mail. Before you forward a joke, announcement, or chain letter—make sure you know that the recipient will appreciate the email’s contents.

Keep email addresses private

If you need to send an email to many people simultaneously, or if you’re forwarding an email from one person to another, you must protect the email addresses of your contacts. To write an email with numerous recipients, put your name in the “To” field and then use the bcc function to hide the recipients’ email addresses. When forwarding an email, remove all mentions of the sender’s email address before sending the email.

Use online abbreviations sparingly

Although you might love using your favorite Internet abbreviations such as “btw” or “brb,” you should be careful not to overuse such language in emails. Many email users might not understand “Internet-speak,” and others may find it too casual. Observe the same principle of email etiquette when using smiley faces or other emoticons.

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Additional Resources to Expand Your Knowledge

The following resources are provided as suggestions for how to expand your knowledge and skills:

 

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