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    Email Etiquette

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    Rajesh Rana
    This document provides guidance on proper email etiquette, focusing on areas like email address, subject lines, salutations, tone, signatures, and when not to use email. Key points include using a professional email address, making the subject line brief and applicable, including a respectful salutation with the recipient's correct name, maintaining a friendly yet formal tone, using an easy-to-read font, and keeping the message concise. Email should not be used when angry or to share very personal news. Proper email etiquette helps make a good first impression and maintain professional relationships.

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    Email Etiquette

    Uploaded by

    Rajesh Rana
    248 views29 pages
    This document provides guidance on proper email etiquette, focusing on areas like email address, subject lines, salutations, tone, signatures, and when not to use email. Key points include using a professional email address, making the subject line brief and applicable, including a respectful salutation with the recipient's correct name, maintaining a friendly yet formal tone, using an easy-to-read font, and keeping the message concise. Email should not be used when angry or to share very personal news. Proper email etiquette helps make a good first impression and maintain professional relationships.

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    This document provides guidance on proper email etiquette, focusing on areas like email address, subject lines, salutations, tone, signatures, and when not to use email. Key points include using a professional email address, making the subject line brief and applicable, including a respectful salutation with the recipient's correct name, maintaining a friendly yet formal tone, using an easy-to-read font, and keeping the message concise. Email should not be used when angry or to share very personal news. Proper email etiquette helps make a good first impression and maintain professional relationships.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    248 views29 pages

    Email Etiquette

    Uploaded by

    Rajesh Rana
    This document provides guidance on proper email etiquette, focusing on areas like email address, subject lines, salutations, tone, signatures, and when not to use email. Key points include using a professional email address, making the subject line brief and applicable, including a respectful salutation with the recipient's correct name, maintaining a friendly yet formal tone, using an easy-to-read font, and keeping the message concise. Email should not be used when angry or to share very personal news. Proper email etiquette helps make a good first impression and maintain professional relationships.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    of 29

    Email Etiquette

    Writing for the Digital Age

    Importance
    

    Represent self to
    Teachers  Professors  Bosses  Potential Employers
    

    Maintain relationships  Communicate quickly and efficiently  Being a 21st century communicator
    

    Focus Areas
    Email address  Subject line  Salutation (introduction)  Body
    

    grammar and punctuation  clarity  length  font


    

    Tone  Signature
    

    Email Address
    

    Set up a neutral or professional account


    

     

    Use for communicating with teachers, employers, professors Contain name or initials of name Colleges will give a school address. inappropriate words ([email protected]) difficult or long symbols/words immature-sounding titles ([email protected]) personal information beyond name

    Do Not Use
      

    First Impressions
    [email protected] [email protected] assignment i cant find the assignment u gave in class. can you send me a new one? thanx.

    First Impressions
    [email protected] [email protected] zero U gave me a zero! i reely dont think that was fare. i have worked so hard to imprve on my writing this year.

    True Story
    A guidance counselor s best student, the valedictorian of the senior class, was not receiving any replies from colleges to which she was applying  What can we learn from this?!
    

    Subject Line
      

    Make it applicable! Brief/concise non-threatening

    Monday assignment

    Don t use  Hey!  Re:  I was wondering if you could give me an extension

    Salutation
     

     

    Often forgotten Important for setting tone Respectful Be mindful of titles and spelling names correctly! If you don t know the gender, use the first and the last name together or a title.

    Salutations
    [email protected] [email protected] Yesterdays meeting Dear Terry Smith,

    Um
    [email protected] [email protected] hey hey, I was wondering if you had a Moodle site? Thanx.

    Much Better
    [email protected] [email protected] teacher recommendations Ms. Winter, Good morning! I was wondering if you could let me know if the teacher recommendations are in my file. I appreciate all you are doing to help me out with my college admission! Thank you. Hershey Student

    Great Example
    [email protected] [email protected] Middle East lecture question Dr. Kline, I appreciated your lecture yesterday, but I was confused about one point you made about the recent history of the Mongols. Will you be in your office during the afternoon so that I could stop by? Thanks for your time. {Responsible and Mature Duke Student}

    Tone
    

    Respectful, Friendly, Approachable (FAR) AVOID UPPERCASE LETTERS AS IT FEELS TO THE READER THAT YOU ARE SHOUTING! no u didn t rite ur tchr like this. U r asking fr trubl. (Fleming) Read over once before sending.

    Remember this girl ?


    [email protected] [email protected] assignment i cant find the assignment u gave in class. can you send me a new one? thanx.

    Let s Fix that


    [email protected] [email protected] Last nights assignment Mrs. Crowley, I apologize for having to email you tonight, but I seem to have misplaced the assignment sheet on phrases that you gave in class. Do you possibly have a digital copy or have you posted this online? I have already tried to call a classmate, but unfortunately they were at an away game. If I do not hear from you, I will check in tomorrow and at worst take the late grade for my mistake. Thanks for your time! Reformed (but still hot) Angel (pd. 4, Comp III)

    Oh, and this one again?


    [email protected] [email protected] zero U gave me a zero! i reely dont think that was fare. i have worked so hard to imprve on my writing this year.

    Would you grant it?


    [email protected] [email protected] A concern
    Dear Mrs. Crowley, When I was checking on home access tonight, I noticed that you entered a zero in for the assignment due on 9/3. Although I turned the assignment in late, I do have a reason that I would like to explain. I understand the policy, but there were extenuating circumstance that night, and I turned the paper into the basket later in the day. Could I possibly talk to you about this sometime soon? Let me know when you are free and I will come to your room. Thank you for your time. Learning how to keep the gr8 times coming

    Formality
    Better to be more formal in tone and salutation than less  Take cues from response  Emoticons: only appropriate when initiated by the authority or other person in the professional environment  Be as positive as possible to avoid a miscommunication of tone
    

    Fonts
     

    Neutral/ Professional Easy to convert


      

    MAC Smart phone HTML

    this is called Toms Headache for a reason!

    Easy to read
    Trebuchet

    Times New Roman

    Fancy but a little overdone and quite annoying to get through.


    Easy on the eyes but a bit informal for some communication.

    Arial Black

    Length
    Motto: as short as possible  Do not ramble!  If longer than one screen length
    

    call the person  email only to suggest a meeting time/place  summarize your purpose in the first lines and explain why the long email is necessary
    

    Too long is not easy to read on smart phones

    To short
    [email protected] [email protected] gone

    crowley, gone tomorrow. back next week. will get missed work.
    Sent from my iphone 12:00 a.m.

    Too Long
    [email protected] [email protected] absence from class
    Mrs. Crowley, Hello! I just wanted to let you know that I might be missing class tomorrow (even though I dont want to!) because I have a problem with my ankle. It has swollen to be the size of a grapefruit and I cant get the swelling to go down with ice. The doctor has recommended a CAT scan (scary!). My mom said she had one recently and it wasnt bad, but I get scared of small spaces. I hope it goes well. Anyway, I have to miss your class tomorrow but Ill get the notes from Angie when I see her on Saturday at work. By then my ankle should be better and Ill be back in class on Monday. Thanks for taking the time to read my book! haha, sometimes I tend to ramble (as you have probably noticed in class). Anyway, see you then! Way Too Much Time and Energy on My Hands

    Perfect
    [email protected] [email protected] absence Mrs. Crowley, I wanted to let you know that I will be missing class tomorrow because of a doctors appointment. However, I will be back in class on Monday with my note. If I dont hear from you I will check with my classmates for the missed assignments and notes. Thanks for your time! Got it Together

    Signature
    

    May include relevant information


    

    Brianna Crowley Hershey High School English Dept. 1142 Be the change you wish to see in the world. ~Gandhi
    

    contact email or phone title or position in business room number and/or building location personal tag (if professional)

    Both first and last name

    Signature
      

    Don t make it too long! Don t make it into a rsum. Don t give out too much personal information.

    This is an actual example with information substituted to protect the digitally arrogant.

    Peter D. Important, Ph.D. Kennedy Professor and Vice Chair of Everything Director, Division of Shipping and Handling Department of Life changing Events Director, Graduate Program in Finding the Real You Fifty States University College of Doctorates Phone: 717-123-45678 Fax: 717-987-6543 Email: [email protected]

    When NOT to email


    If possible to verbalize a complaint in person, do so.  If giving very shocking, traumatic or personal news  If you are angry: Don t email until you are calm or save the draft to be sent later.  If what you write has the potential to be used against you.
    

    I m not the only one

    Colbert Agrees!

    John Tesh Agrees!

    Citations and Acknowledgements


    

    McKay, Dawn Rosenberg. "Email Etiquette - Why Is It Important?." Career Planning Career Planning Guide. 11 Sep. 2009 <http://careerplanning.about.com/od/communication/a/email_etiquette.htm>. Fleming, Grace. "Email Tips for Teens." Homework Tips - Help With Homework. 11 Sep. 2009 <http://homeworktips.about.com/b/2009/07/18/email-tips-for-teens.htm>. Brizee, Allen . "Email Etiquette for Students - The OWL at Purdue." Welcome to the Purdue University Online Writing Lab (OWL). 11 Sep. 2009 <http://owl.english.purdue.edu/owl/resource/694/01/>.

     

    All of the previous students who made this presentation so valuable. All of the people who send me the most annoying email communication possible thank you for being the impetus for this body of work.

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