A Comprehensive Look atE-mail Etiquette    In the Work Place © 2006 - 2012 Created and Published by: Belinda Davis
Introduction       What is e-mail?    –      E-mail is the shortened version of the term electronic mail.    –      The h...
Agenda1.    Composition2.    Syntax3.    Response4.    Maintenance5.    Meetings & Calendar6.    Writing 1017.    Common M...
Elements of E-mail Etiquette  –   Format  –   Attachments  –   Flaming  –   Delivery Information  –   E-mail lists  –   Si...
Fundamentals –   Format –   Tone –   Content –   Style –   Grammar –   Punctuation
Overview Learn the rules of e-mailing in a  professional manner. Improve communication skills.                       Gra...
Vocabulary Professional - Characteristic of or befitting  a profession. Syntax - Studies of the rules for forming  admis...
I. COMPOSITION       Basic General Format    1.     To, CC, BCC    2.     Subject    3.     Salutations    4.     Body   ...
Content       Salutations    –      Personalize the e-mail.    –      If the title of the person you are e-mailing is hig...
The Writer’s Flow     Manners and Tone    –    What 3 words have only 14 letters combined yet carry the most respect     ...
The Right Words        Know the Right Word     –       Use proper grammar.     –       Use the dictionary & thesaurus.   ...
Checking Your Work       Spell Check    –     Spell check all e-mails prior to sending.    –     Verify spelling when the...
SignaturesA signature can becreated in your e-mailand will automaticallyappend upon creatingany new e-mail.   The signatur...
Attachments – Friend or Foe             Sending Attachments             •   When sending attachments consider if          ...
Outlining       Long messages    –     Avoid long messages unless absolutely necessary.    –     Be concise, short, direc...
The good, the bad & the ugly…but in good taste.     Delivering Information    –     For meetings use executive summary wi...
Audience     Know Your Audience    –   Know who you are sending an e-mail.    –   Know if they are internal or external c...
II. Syntax        What not to discuss in an email          AND when not to e-mail.  –   Confidential topics.  –   Volatile...
Rising Temperatures   Flaming       Term for venting or sending an        inflammatory message.       Creates conflict ...
Acronyms, Abbreviations, Slang, and EmoticonsAvoid acronyms to outside sources. They may not understand what they mean.   ...
Annoyances & Resolution     E-mail Tag    –    Avoid one sentence e-mails.    –    Avoid the back and forth e-mails.    –...
III. RESPONSETurn Around Time  –   Respond to meeting invitations immediately.  –   Out of common courtesy e-mails and pho...
Replies     Quotes    –     When responding to a specific part of an e-mail copy the exact quote from the original e-    ...
Important to know     Reply to All    –    The Reply to All button should be used with caution.    –    Think about who i...
Email – Outbound Settings       Read receipts.    –       Read receipts are clutter.    –       The only time you need a ...
IV. MAINTENANCE     Addresses    –    Create mail lists to frequent recipients.    –    Keep contact information updated....
Out of Office – When you know you   will be out of the office   set your Out of Office   response. – Tell what day you are...
Helpful Hints       Requesting Technical Support    –      When requesting technical help be very specific.    –      The...
Cleaning out the inbox.  –   Set up folders and utilize them.  –   Delete all junk mail immediately.  –   Block senders of...
V. MEETINGS AND CALENDAR     Accepting meeting invitations.    –     Check your calendar for scheduling conflicts.    –  ...
Writing 101   Apostrophes – (‘) show possession, mark contractions, and indicate plurals    that are singled out for spec...
Common Misspelled Words   Absence          Calendar          Judgment           Sincerely   Accelerate       Casual ...
Mini Thesaurus for Common Words   Write = compose           Expand = elaborate   Problem = issue           Model = exe...
Summary   Get It Write has provided the information    and resources to allow you to conquer the    professionally writte...
RESOURCES   Roman & Raphaelson (2000) Writing That Works, Quill A Harper    Resource Book   Benson, Laurie K (2000) eCom...
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  • Get It Write was created to serve as a tool to be used by students and professionals. The following presentation is a compilation of research gathered from: the Internet, reference books, personal experience, one-on-one and group interviews. This document provides rules and guidelines that, if followed properly, will build skills required to write more professionally. It will also assist you in the development of continuity in your work as well as help you to become more efficient and effective with the use of the written word.
  • We all know what e-mail is but for what reason is it used? Why do we find it necessary to have this form of communication? Why is it the first thing you do when you get to work, the last thing you do when you leave work, and often times the first and last thing we do at our home? Why? Because e-mail is our first line of communication with the continuously evolving and advancing technology. It’s convenient and convenience is the number one priority in our lives most of the time. Why do we choose what we want… convenience. If you had to choose between spending hours looking through books to do research or log onto the Internet and quickly query your favorite search engine which you would you prefer? The Internet most likely, why? It’s more convenient and a lot less time consuming. E-mail keeps us connected to co-workers, family, and friends. It reminds us of important meetings, events, and special occasions. It allows us to say things quickly and the recipient time to ponder before responding. Of all that it can do and allows us to be able to do, why is it the most abused form of communication? Because it is too convenient! We don’t take the time to write like we would if we sat down and put pen to paper to write our favorite relative. We don’t put the thought into it that would allow us to show our intelligence. We quickly spout off things without thinking then suddenly wonder why we are the center of office drama. E-mail has no personality. E-mail has no standard tone. The personality and tone of the e-mail are interpreted from the writer’s words and format. If you rush and do not take the time to think the reader could completely misinterpret your intended meaning. Just as you are in control over what comes out of your mouth in person or over the phone, you are in control over what you say in writing. Stop. Think. Then type. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • There are ten sections to Get It Write . Each section provides information to help use e-mail more effectively and efficiently. 1) Composition teaches how to compose an e-mail from the recipients address through to the outbound settings of your e-mail. 2) Syntax teaches the rules for writing and e-mailing. 3) Response provides the knowledge of how to respond to different types of email and gives a guide to turn around time of responding. 4) The Maintenance section details tips to keeping the e-mail organized. 5) Meetings & Calendar offer suggestions as to how to accept invitations and schedule events. 6) Writing 101 outlines the standard grammar and punctuation rules. 7) Common Misspelled Words provides a list of the most common spelling errors. 8) The Mini Thesaurus is a list of alternative words for the small, common, frequently used words. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • This is a list of some of the elements that form the reason for developing e-mail etiquette. This provides some insight to the topics and allows the opportunity to ask questions. If, at any point, there is a question during the presentation please feel free to ask before advancing to the next slide. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Getting down to the basics. Just as you would write a letter, an e-mail should have the same thought put into it. The format of your e-mail should be thought out. How do you want to lay everything out? What do you want it to look like in the end? What is the most logical order of topic placement? Tone is important because it needs to stay neutral unless presenting an argument which is most often best handled in a person to person manner rather than by e-mail. The focus of your e-mail should be on the information not how it is being stated. Content, without content the recipient would have nothing, therefore, this is the most important fundamental. What is it you are writing? What is your topic? Do you have all the information you need? Are you knowledgeable of the topic? Style, practical vs. attractive. Which would you choose? Have you thought about the appearance of your e-mail? What font you will use? Do you need information highlighted, bolded, underlined? These may seem like unimportant details, however, these could make the difference between getting your point across and just another overlooked e-mail. Grammar, how many times have we received that e-mail that caused us to tilt our head slightly to the right and look dumbfounded at our computer screen while asking ourselves, “What are they saying”? Using proper grammar makes you look intelligent, gets the information across, and gets you the response you need. Improper grammar can and often does lower the readers opinion of the writer. Proof reading is the most effective tool in the e-mail toolbox. Punctuation without it things don’t make sense and tend to run on and on and on and you wonder if the sentence will ever end and does it make sense in the first place because you’ve never seen anything written so poorly then by the time you get to the end of the sentence you so have no clue what the sentence meant to begin with. Punctuate for flow and because it is grammatically correct. Don’t over punctuate as that tends to lead to flaming which we will discuss later. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Make the pieces of the e-mail puzzle fit comfortably together. Practice makes perfect. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Reminders and additions to our vocabulary. A larger vocabulary allows you to make better use of wording in your writing. Make the thesaurus your friend but keep it practical. The reader won’t be impressed with words they don’t know and understand. Using words that people won’t recognize will make the reader feel uncomfortable and will slow down the response. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • There are five parts to the format of an e-mail. Each part is as equally important. Starting with the intended recipient’s address – make sure you have the correct person/people in the correct field. Don’t act hastily and send to the wrong person in error. Subject – Always be direct and to the point. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Salutations can be one of the more trickier topics. In some situations it is clear how to address the recipient such as when the intended is male. It is perfectly respectable to call him Mr. whatever the last name is. Females, however, are a different story. Women are more apt to be irritated by the use of an incorrect salutation. If you are unfamiliar with the intended it is often most appropriate to refer to them as Ms. The body of the e-mail is where the meat of the information will be contained. You should always be direct, disclose full information, and provide your contact information for questions. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • The writer’s flow is a term used to describe how the wording should read. The writing should flow from beginning to end. If the reader has to stop to ponder what you’ve said or how you said it then the flow is interrupted and you may have just missed your opportunity to get your point or information across the way you intended. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Knowing the right word to use can mean anything from finding a larger word to replace a smaller word, finding a term with a broader meaning, pulling out the thesaurus, looking it up in the dictionary or completely rewording a sentence. If you can’t make it work, throw it out. Don’t leave it in assuming the reader will understand. If it doesn’t make sense to you it won’t make sense to the reader. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • How many times have you received the e-mail with the word spelled out and beside it this (sp?)? There is no excuse for a misspelled word on an e-mail. The e-mail client itself has a spell checker. Utilize it. If you can’t find the correct spelling on the e-mail spell checker copy it into Microsoft Word. If that still doesn’t work find a dictionary. If, after all that, you still can’t find the correct spelling consider using another word because that one obviously isn’t working. Proof reading is your best and last tool to catch any problems in format, spelling, grammar, punctuation, flow and content. Utilize it on every e-mail. If you are sending something important or unsure of the way you have it formatted ask someone for assistance. Two sets of eyes are better than one. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Your signature should be the source of your contact information. The more thorough you are the less questions a recipient will ask. When sending external e-mails it is best to include the Company Address (the address where you receive company mail) if there is any possibility the recipient will need to mail something to you. The more information provided the less back and forth e-mails. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Attachments can be quite large and e-mail servers normally set size limits for each user. Because of that we need to consider whether or not an attachment is needed. Can the recipient use a summary of the spreadsheet? Is there any unnecessary information you could remove before sending? Does the recipient have the same program as you? Will they be able to open the attachment? Consider all possibilities before attaching and sending. It is also very advisable to notify the recipient prior to sending large attachments so they can advise you of their companies policy on size limitations and if they will have access to open. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Outlining * Provides levels of information. - Makes it easier to follow and understand. Keep the outline simple and direct. There is no need to break it down into a dozen subtopics when a couple would suffice depending on the amount of information being conveyed. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • There is never a really good way to convey bad news. The most preferred method, by people receiving bad news, is the direct face to face approach. If that is 100% not an option and e-mail is your only option then choose your wording carefully. What you say cannot be taken back after you hit the send button. Copies of e-mail’s can stay around for many, many years. Be mindful of others feelings, professional, and give the recipient the opportunity to respond. Telling the recipient no response needed or desired is not professional and will only create hard feelings. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Knowing the intended recipient makes it more comfortable for you to write. You have an understanding of what that person knows and most often how they will interpret what you are saying. Just because you do not know someone, however, does not mean you cannot experience the same openness in your writing. You should let your personality shine in your professionalism, introduce yourself, charm them by being the professional you. The reader can interpret a smile in your wording just as they can interpret sarcasm. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Remember… there is no such thing as a private e-mail and what you say cannot be taken back after hitting the send button. If the content is too long for you to type, it is too long for the recipient to read. Choose another form of communication. Consider this… is the information you have relative to work? If not, it probably shouldn’t be discussed. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Tone, content, punctuation… all of which can lead to flaming. Due to the convenience of e-mailing it is easy to come off as abrasive. Maybe you didn’t have time or didn’t spend the time needed to compose the e-mail properly. Maybe you were truly displeased with the recipient and then again maybe you were just having a bad day and the tone of your e-mail just lit the fuse of someone else having a bad day. It happens, we’ve all experienced it. Now, how do we deal with it? Calmly and rationally. Walk away from the e-mail. Never respond immediately to a flame. Chances are it was all a miscommunication. After you have had time to cool down pick up the phone and call the sender. Make every effort to resolve the situation the same day it occurs. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Acronyms – Have you ever walked into a room at work and felt like everyone was speaking a foreign language? That would be the use of acronyms. Every company has its own set of acronyms it uses. Unless you work for the same company or in the same line of business you probably won’t understand. Keep that in mind when e-mailing external sources. Abbreviations, Slang, and Chat talk are best left outside the work place. There are too many of these terms and some have multiple meanings. These only confuse recipients when reading e-mails at work and it looks very unprofessional. Emoticons – These little characters are used to express emotions. These are sometimes ok to use in internal e-mails but not external e-mail. They take away from the professionalism and add a more personal feeling. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • E-mail tag and e-mails typed with the caps lock on can lead to flaming. Avoid one sentence e-mails and back and forth responses. The use of all capital letters makes the e-mail hard to read and appears as though the sender is shouting. Conflict can occur no matter how cautious we are. When it happens we must work promptly and efficiently to resolve it. Conflicts bring disruption to the office and take away from production as well as leave people with hurt feelings. NOTES __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Show the same courtesy to others as you would have them show to you. Remember that when you; “don’t have time”, “too busy”, “can’t get an answer”, and any of the other numerous excuses for not responding to e-mails. Ignoring an e-mail is the same as ignoring a phone call or ignoring someone standing right in front of you. This person has contacted you to either provide information, ask your assistance or get information from you. Show them the respect that you would demand for yourself. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • When you reply to an e-mail it is just as important as composing an e-mail. Your response must be timely, informative, and thorough. Think about what you want to say, make sure it answers the question(s) you were asked or provides the information needed. The sender is counting on you to provide the requested information, perform the specified task, or respond accordingly. Answering an e-mail is part of your job. NOTES ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Know when to and when not to reply. Sometimes it is best to put 2 cents in the bank rather than in e-mail number 97 out of 100. Don’t assume the sender is wanting your response. Pay attention to which field your name appears; To, CC, or BCC. The To field you should respond. The CC field should respond only if necessary and asked to. The BCC should not respond unless requested. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • E-mail bells and whistles, how do they come into play? Though some features are helpful and nice to have, nothing will capture the recipients attention as much as your written word. Choose those words carefully then follow up with visual effects to catch the recipients eye from their inbox. Place a mood stamp on the e-mail. If you are asking a question the recipient will know from the mood stamp. If the recipient is extremely busy and sees a mood stamp of a flame then they will know it is something that needs their attention. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Simplify, organize, and delete are all ways to clean up your inbox. The more effort you put into the front end the less you will have to do on the back end. Resist the urge to forward junk mail. No matter how cute a forwarded e-mail is chances are if you have received it so has everyone else around you. Getting the same e-mail over and over is redundant, unproductive, and bogs down the e-mail server. If you receive a forwarded e-mail which is not work related just delete it. The word privacy means; The quality of being secluded from the presence or view of others. Unless you work for yourself, in a one person office and communicate with no one, you will not experience privacy in the work place. Someone is within arms reach or within hearing distance from you at all times at work. That’s just the physical part of it. What about the technological part of it? Behind the scenes is also not private. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Scheduling your out of office time allows senders to know you are out of the office and informs co-workers who are setting up meetings that you will not be available to attend. The meeting chair person can either reschedule the meeting or remove you from the invite list. They will not waste time waiting for a response if they know you are not in the office. Senders will receive an out of office auto response when they send you an e-mail. The out of office response will tell them the message that you set up. Verify your message each time you are going to be away and update as needed. Verify your contacts information as well including the phone number you are providing. NOTES _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Technical support – When requesting assistance provide as much information as you have including the name of the program and/or device causing the problem. Let them know what error you are receiving, when the problem started, and what you were doing when it started. Make sure you include your contact information so they can get back with you. Providing a screen print of the problem whenever possible is a good source of information for the technical team and often they can resolve the matter from looking at the screen print in the e-mail. Setting up templates in any program is always a time saving tool and your e-mail client is no exception. Create a folder and name it Templates. Each time you create a template e-mail it to yourself and file it in your templates folder. Each time you need to use it open it up, copy, open a new message, and paste in the contents of the template. Before there was e-mail there was a whole other list of communication resources available. When e-mail isn’t the route to take choose one of the other forms of communication. Don’t limit yourself strictly to e-mail; you are missing out on body language, facial expressions, and human contact in general. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • When deleting e-mail be careful to not delete something important. Prioritize your time spent on sending, receiving, and the cleaning up of e-mail. Keeping things tidy as we go reduces the overall time spent on e-mail. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Organization is the key to a being a productive employee. The better organized you are the more opportunities for growth, professionally and personally, that will open up to you. Take advantage of the tools provided in your e-mail client. Learn how to utilize them to the fullest potential. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Unity in the effective paragraph – A paragraph with unity develops one key controlling idea. Focus on that one idea in the paragraph. Do not take side bars. Stick to the one controlling idea to lessen confusion by the reader. Topic sentence – States the main idea of the paragraph. The topic sentence can be anywhere in the paragraph. Sentence strategy – Avoid unnecessary wordiness, over punctuating, under punctuating, and spelling errors. Be cautious of fragmented sentences. Development of the paragraph – There is no standard length for a paragraph. A paragraph should be as long as it takes to make your point without getting off topic. Organization of the paragraph – A paragraph should unfold in a clear pattern that will allow the reader to follow it with ease. One thought should lead right into the next. Order of content – Work from the beginning to the end. Be concise. Only explain the details that are relevant as to how you arrived at the final destination of your topic. Conclusion – Sum up your content. What is the so what of your e-mail in one brief detailed paragraph. NOTES ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • If you keep running into words you always type wrong make a list and keep it by your computer. Make a mental note to check the list when you are typing an e-mail. Practice typing the word until your hand/finger muscles remember the key strokes. Practice often. NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Sometimes just taking a word we use every day and replacing it with a fresh word can change the ordinary sentence to an extraordinary one. Example: The team and I wanted to write a report of the great grammar references. The team and I wanted to write a composition of the distinguished grammar denotations. NOTES ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • NOTES ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
  • Get It Write

    1. 1. A Comprehensive Look atE-mail Etiquette In the Work Place © 2006 - 2012 Created and Published by: Belinda Davis
    2. 2. Introduction What is e-mail? – E-mail is the shortened version of the term electronic mail. – The hyphen will eventually disappear as many believe. – E-mail is used world wide for both personal and professional reasons. Why is e-mail etiquette important? – Etiquette is prescribed rules/form of professionalism/set of standards. – It is important because it shows professionalism, maturity, and effectiveness. – It also protects companies from liability.
    3. 3. Agenda1. Composition2. Syntax3. Response4. Maintenance5. Meetings & Calendar6. Writing 1017. Common Misspelled Words8. Mini Thesaurus for Common Words9. Sample E-mails10. Practice E-mails
    4. 4. Elements of E-mail Etiquette – Format – Attachments – Flaming – Delivery Information – E-mail lists – Signature – Salutations – Content – Privacy – Writing Effectively – Alternative sources of communication
    5. 5. Fundamentals – Format – Tone – Content – Style – Grammar – Punctuation
    6. 6. Overview Learn the rules of e-mailing in a professional manner. Improve communication skills. Grammar Flame Manne rs Emotico Tone Subjec n t Meeting Response s Spellin g
    7. 7. Vocabulary Professional - Characteristic of or befitting a profession. Syntax - Studies of the rules for forming admissible sentences. Flaming - Criticize harshly via e-mail. Salutations - Word of greeting used to begin a letter. Homonym - Words pronounced or spelled the same way but have different meanings.
    8. 8. I. COMPOSITION Basic General Format 1. To, CC, BCC 2. Subject 3. Salutations 4. Body 5. Signature To, CC, & BCC – To: Intended recipient. This person should respond unless no response is needed. – CC: Carbon Copy – This person is receiving the e-mail as an FYI and providing those in the To field with another contact name. The CC field recipients usually do not need to reply. – BCC: Blind Carbon Copy – This person is receiving the e-mail as an FYI without response required. This is also used when an e-mail is being sent privately and to secure the recipients e-mail address when sending bulk e-mail to many people. Subject – All e-mails should have a subject. – The subject should be the topic of the e-mail. – It should be short and direct.
    9. 9. Content Salutations – Personalize the e-mail. – If the title of the person you are e-mailing is higher than your title call the person by Mr./Mrs./Ms./Miss Last name. – If the title of the person you are e-mailing is lower than your title call them by their first name if you know them. – It is ok to use the first name with anyone you deal frequently or know personally. – Start the e-mail with a greeting, Hello, Hi, Good Morning, or Good Afternoon. The Body of the e-mail. – Keep it simple. – Write short paragraphs with blank lines in between them. – When making points note them by bolding, highlighting, underlining using bullets or a combination of such.
    10. 10. The Writer’s Flow Manners and Tone – What 3 words have only 14 letters combined yet carry the most respect and appreciation than any other? “Please” and “Thank you!” – Write in a positive tone. – Avoid negative words. – Write professionally. – Avoid Flaming, Emoticons, Bangs, Acronyms, and Abbreviations when you are unfamiliar with the recipient – Be polite and respectful. – Keep personal feelings out of professional e-mails. Writing Effective E-mails – Provide full disclosure of information. – Think about what you would ask if you were the recipient and answer all questions fully. – Be concise. Punctuation – Punctuate for flow and proper English. – Don’t punctuate for effect. – Too much punctuation can lead to Flaming. – Several consecutive exclamation points are called Bangs and should not be used. ( !!!!!!! ) – Too little punctuation can make for a hard to understand e-mail.
    11. 11. The Right Words  Know the Right Word – Use proper grammar. – Use the dictionary & thesaurus. – If something doesn’t sound right in an e-mail copy it into Word. See what the grammar checker has to say about it. – Ask a co-worker to proof the e-mail or help with just the right wording.  The right words – Homonyms, how they haunt our writing. – They’re = They are – They’re home for the evening. – Their = People/person – It belongs to their daughter. – There = Place – I believe it is over there but I’m not sure. – Its = Thing – I can’t control its color. – It’s = It is – It’s a nice night out. – Rather = On the contrary – I would rather laugh than cry. – Whether = Introduces two alternatives – I can’t decide whether to ski or sled. – To – In the direction of – I’m going to school. – Too – To an excessive degree – She had too much to drink. – Two – The 2nd number – I had one and he had two. – Buy – Purchase – He said to buy him a pair of shoes. – Bye – Farewell – Barney told the Sheriff bye. – Sell – Persuading someone to buy – I couldn’t sell the horse. – Sale – Reduced pricing – Sears was having a huge sale this weekend. – Cell – Small compartment – The cell in Excel was left blank. – Sail – Trip on a boat – The Titanic set sail for a short period of time before it sank. – No – A negative – I told the boy “no” he could not go out. – Know – Be knowledgeable of something – I know not to light a fire near gas.
    12. 12. Checking Your Work Spell Check – Spell check all e-mails prior to sending. – Verify spelling when the spell checker finds something questionable. – Replace misspellings. – Look for typos and improper words. Proof Reading – Read the message at the end of each paragraph. – When the e-mail is finished re-read it twice from beginning to end to check for typos, grammar mistakes, spelling errors, improperly used words, punctuation, and flow of content. – Take time to slow down and type the email as it should be typed.
    13. 13. SignaturesA signature can becreated in your e-mailand will automaticallyappend upon creatingany new e-mail. The signature must have the following: Name – Title Department - Company E-mail address Phone number Fax number
    14. 14. Attachments – Friend or Foe Sending Attachments • When sending attachments consider if the recipient has the same access as you on the server. If the sender and the recipient have the same access, determine if you should send an attachment or consider hyper-linking it in the e-mail. • If sending internally provide the file name and location of the file and attach. • If sending externally you must attach the file, provide the file name, and the file type (the program it was created in… Word, Excel…) • Attachments can clog your inbox if not maintained.
    15. 15. Outlining Long messages – Avoid long messages unless absolutely necessary. – Be concise, short, direct and to the point. – Include only relevant information. – Use an elevator or executive summary to outline the content. – If response needed inform the recipient in the opening paragraph Elevator or Executive Summary – Opening summary providing initial details and table of content for long messages. Table of Contents – Use lists for headings. – Use bullets for sub-headings. Lists & Bullets – When making a list, outline or executive summary the writer should use the list method. (Numbers or alpha) or bullets.
    16. 16. The good, the bad & the ugly…but in good taste. Delivering Information – For meetings use executive summary with table of contents and headings. – Provide as much information as possible. – Offer the recipient the opportunity to receive the information via another channel of communication. (Hand delivered, faxed, phone explanation) Delivering Bad News – Be truthful and straight forward. – Avoid blaming. – Avoid hedge words such as intent, purpose, possibility, most likely, perhaps, and maybe. – Maintain a positive tone. Writing A Complaint – Briefly state the history of the problem. – Explain previous attempts to resolve. – Explain the need to correct. – Suggest a resolve. – Offer to help.
    17. 17. Audience Know Your Audience – Know who you are sending an e-mail. – Know if they are internal or external contacts. – Know what they will understand. – Think about how the recipient will interpret the e-mail. Repeating Messages – Do not repeat sending e-mails unless it has been over 24 hours since the original time of sending. – Do a second e-mail tastefully and allow another 24 hours. – If no response is received within the time allotted for the 2nd e-mail then phone the recipient. E-mailing Someone you do not know  Introduce yourself.  Let the recipient know who referred you.  Advise the recipient why you are contacting them.  Provide your contact information.
    18. 18. II. Syntax What not to discuss in an email AND when not to e-mail. – Confidential topics. – Volatile topics such as; politics, religion, and gossip. – When a topic should be discussed person to person. – When conflict arises. – When the information is too confusing to put in an e-mail. – When you need immediate response. – When you don’t have time to properly compose the e-mail.
    19. 19. Rising Temperatures Flaming  Term for venting or sending an inflammatory message.  Creates conflict and often spirals out of control.  Unprofessional and lowers others opinion of the writer.  Cool down and take time away from the e- mail. Responding to a Flame  Thank them for bringing up the matter.  Avoid getting bogged down by details.  Avoid argumentative points in the response.  Apologize if necessary.
    20. 20. Acronyms, Abbreviations, Slang, and EmoticonsAvoid acronyms to outside sources. They may not understand what they mean. – Avoid slang on any business e-mail. – Use emoticons only to personalize the tone but with only people with whom you are familiar. – Do not use emoticons on external e-mails. – Use abbreviations with care. Not all people will understand all abbreviations. – Stick to common abbreviations and spell everything else out. List of Abbreviations/Slang/Chat  AAMOF = As a matter of fact. AFAIK = As far as I know. B4N = Bye for now.  BCNU = Be seeing you. BTW = By the way. CMIIW = Correct me if I’m wrong.  CUL8R = See you later. 4WIW = For what it’s worth. FYI = For your information.  G2G = Got to go. IKWUM = I know what you mean. NMO = In my opinion  OBO = Or best offer. KWIM = Know what I mean. ROFL = Rolling on the floor laughing.  S’up = What is up. TIA = Thanks in advance TTFN = Tata for now. TTYL = Talk to you later.  U = You. U2 = You too. Whas’up = What is up, LOL = Laugh out loud. Emoticons H  : - ) = Happy / : - )) = Ecstatically happy /- : - ) = Winking / : - | = Indifference – : - > = Devilish grin / 8 - ) = Eyeglasses / : - D = Shock or surprise / : - D~~ = Tongue sticking out / : - / = Perplexed / : - ( = Frown / : - P = Wry smile / ; - } = Leer – : - Q = Smoker / : - e = Disappointment / : - @ = Scream / : - O = Yell / : - * = Drunk – : - { } = Big mouth / : - x = Lips sealed / : - ( = Sad / :’’- ( = Crying / : - * = Kiss – : - & = Tongue tied / O:-) = Angel
    21. 21. Annoyances & Resolution E-mail Tag – Avoid one sentence e-mails. – Avoid the back and forth e-mails. – If the conversation cannot be completed within 3 e-mails choose another form of communication. CAPS – Never type an entire e-mail in CAPS. – All caps translate to the reader as you are yelling at them. – It is ok, however, to use all CAPS to emphasize certain words in a sentence. Conflict Resolution – Be cognizant of your words to the recipient. – Watch the tone. – Remove yourself momentarily from the conversation. – Disclose all information. – Apologize if necessary. – Choose another form of communication.
    22. 22. III. RESPONSETurn Around Time – Respond to meeting invitations immediately. – Out of common courtesy e-mails and phone calls should be returned promptly. – If immediate response is not possible the sender should be sent a response within 24 hours. – If after that time you do not have a complete answer or response reply to the e-mail to let the sender know you have indeed received their e-mail and you are working on it. – Do NOT ignore e-mails. – Do NOT assume an e-mail is not important just because it is not on the same priority level for you as it is for the sender. – If you receive an e-mail in error notify the sender immediately and delete the e-mail.
    23. 23. Replies Quotes – When responding to a specific part of an e-mail copy the exact quote from the original e- mail. Forwarding E-mails – Forward only work related e-mails. – Do not clog the e-mail server with junk mail. – When forwarding a business e-mail strip the e-mail of unneeded information and long lists of e-mail addresses. – Verify the content of an e-mail prior to forwarding. Threads – Threads are record of e-mail conversations. – They allow the sender and the recipient to follow the entire conversation. – Pay attention to what level of recipient you received the e-mail. (Are you the To, CC, or BCC?) – Do not automatically assume because you received the e-mail you need to reply. – Do not forward to another recipient who was included on the original e-mail. Pay attention to who is in what field, To, CC, and BCC. Reply with history When responding it is best to reply with history. Replying with history creates a thread.
    24. 24. Important to know Reply to All – The Reply to All button should be used with caution. – Think about who is on the list. – Does everyone need your response? – Can your response be sent to one centralized spokesperson? – Consider how many e-mails will be sent from one e-mail if that e-mail is sent to 10 recipients and all 10 Reply to All. One e-mail quickly turns into 100. Required Response – When you require a response let the recipient know in the first paragraph. How long does it take for the recipient to receive my e-mail? – This varies depending on how many servers and e-mail clients the e- mail must travel. – Whether the intended recipient is located internally or externally. – If the recipient is in and checking e-mail.
    25. 25. Email – Outbound Settings Read receipts. – Read receipts are clutter. – The only time you need a read receipt is when you must confirm the sender has received. – Be advised that just because an e-mail was opened does not mean it was read. The read receipt is actually generated from the opening of the e-mail, not the reading of it. E-mail flags or moods. – These let the recipient know the purpose of the e-mail. – Use as needed. Priority levels. – These do not normally need to be changed as it can actually delay the message being received. E-mail disclaimers. – Companies automatically attach a disclaimer to any outgoing e-mail. – Email Disclaimer This E-mail contains confidential information belonging to the sender, which may be legally privileged information. This information is intended only for the use of the individual or entity addressed above. If you are not the intended recipient, or an employee or agent responsible for delivering it to the intended recipient, you are hereby notified that any disclosure, copying, distribution, or the taking of any action in reliance on the contents of the E-mail or attached files is strictly prohibited.• Urgent and Important. - Use these tag lines sparingly. - Remember what is important to you may not be as important to the recipient.
    26. 26. IV. MAINTENANCE Addresses – Create mail lists to frequent recipients. – Keep contact information updated. – Remove outdated addresses from your address book. E-mail Overload – Say no to chain letters and forwarded jokes. – Avoid last minute of the day e-mails. – Avoid one sentence e-mails.  Privacy • There is NO such thing as privacy in e-mail at the work place. • The e-mail server is constantly monitored. • Your computer can be monitored • An e-mail that is on your work computer becomes property of your employer.
    27. 27. Out of Office – When you know you will be out of the office set your Out of Office response. – Tell what day you are leaving and when you will return. – Provide the contact name, phone number and e-mail address of the person handling your tasks while you are out. – Write a brief statement of apology for any inconvenience your absence may have caused.
    28. 28. Helpful Hints Requesting Technical Support – When requesting technical help be very specific. – The more information you can provide the tech team the better and more promptly they will be able to help you. E-mail Templates – When sending the same e-mails repeatedly set up templates and save in an e- mail folder. – Copy the saved e-mail into a new memo, address then send to save time and develop continuity in your work. Alternative Sources of Communication – Person to person – Phone – Letter – Fax – Video conferencing – Meeting
    29. 29. Cleaning out the inbox. – Set up folders and utilize them. – Delete all junk mail immediately. – Block senders of junk mail from external sources. – Tell people who send you junk mail that you would prefer they not send to your work address. – Detach attachments by saving them to a folder on a shared drive then delete the e-mail it came on. – When copied on e-mail threads keep only the last e-mail with a complete view of the conversation. Delete all other e-mails in that thread. – Combine e-mails dealing with one specific topic by copying them into one e-mail and sending to yourself. Delete all other e-mails regarding that topic. – Clean out inbox daily. – Clean out folders weekly. – The upkeep of e-mail can be very time consuming. The more you do on the front end the less time it will take you on the back end.
    30. 30. V. MEETINGS AND CALENDAR Accepting meeting invitations. – Check your calendar for scheduling conflicts. – Respond promptly. – If a scheduling conflict arises notify the chair person of the meeting. Try to reschedule by sending a counter time. – Create a Meetings folder. – Move meeting invitations into this folder. Do not delete until after the meeting. Some email clients delete the meeting from your calendar when the invitation is deleted. Calendar entry – Keep your calendar current. – Make sure all appointments and meetings are noted on your calendar. – When you will be out of the office be sure to mark the dates on your calendar. This will notify others trying to schedule a meeting that you will not be available to attend. Sending an invitation – When sending an invitation be thorough with your information. – Remember to disclose all information including; meeting time, meeting place, subject, and any pertinent information regarding the topic of the meeting. – Proof the invitation to make sure you have all information and are sending to all invitee’s.
    31. 31. Writing 101 Apostrophes – (‘) show possession, mark contractions, and indicate plurals that are singled out for special attention. Commas – (,) separate or set off independent clauses, items in a series, coordinate adjectives, introductory elements, places and dates, nonrestrictive expressions, and parenthetical expressions. Semicolon – (;) separates independent clauses, which may or may not be connected with a conjunctive adverb or separate 2 or more series, items containing commas in a single series, or independent clauses that contain commas and are connected with a coordinating conjunction. Colons - (:) introduce explanations and anticipated lists following words that could stand alone as a complete sentence. Capitalization – the first word in any sentence, the pronoun I, proper nouns and adjectives, titles used with names, and the significant words in literary and artistic titles. Spelling rules – If a word has the double vowels ie or ei and the combination has a long e sound (as in me), use ie except after c. If the combination has an a sound use ei. Synonyms – words with nearly the same meanings. Synonyms let writers clarify meanings of unfamiliar words without using cumbersome explanations.
    32. 32. Common Misspelled Words Absence  Calendar  Judgment  Sincerely Accelerate  Casual  Knowledge  Specifically Accept  Category  License  Spontaneous Achieve  Commit  Maintenance  Statistics Advice  Concede  Meant  Successfully Advise Aggressive  Consistency  Miscellaneous  Temporary Alleviate  Courteous  Mortgage  Transferred Allowed  Definitely  Necessary  Transferring Altogether  Dilemma  Occasion  Unanimous Ambiguous  Discussion  Occurred  Unnecessary Anonymous  Efficiency  Omitted  Useful Appearance  Eligible  Particularly  Valuable Arguing  Enthusiastic  Preference  Waive Attendance  Fallacy  Questionnaire  Wednesday Balance  Foreign  Realize  Whether Benefit  Guarantee  Receive  Wreak Breathe Bulletin  Hindrance  Schedule  Writing Business  Illiterate  Simultaneous  Yield
    33. 33. Mini Thesaurus for Common Words Write = compose  Expand = elaborate Problem = issue  Model = exemplary Help = assistance  Great = distinguished Adapt = accommodate  Thought = opinion Achieve = accomplish  Guess = hypothesis Develop = formulate  Summary = summarization Begin = commence  Swamped = inundated Report = composition  Often = frequently Determine = ascertain  Arrange = format Find = recover  Complicated = perplexed See = envision  Delay = detain Picture = image  Outline = draft Purpose = aim  Volume = mass Resolve = resolution  Reference = denotation Purchase = acquire  Intelligent = well-informed
    34. 34. Summary Get It Write has provided the information and resources to allow you to conquer the professionally written e-mail. When composing an e-mail you can refer back to the manual and continue to build on your e-mail skills. Questions, comments, or suggestions?
    35. 35. RESOURCES Roman & Raphaelson (2000) Writing That Works, Quill A Harper Resource Book Benson, Laurie K (2000) eCommunication, HRD Press Cunningham, H. & Greene, B. (2002) The Business Style Handbook, McGraw Hill Von der Osten, R. (2005) Strategies for Successful Writing, Pearson Prentice Hall BizTech (http://www.biztechonline.com/net_ettiquette.htm) retrieved 3/10/06 Princeton Library ( http://princeton.lib.wv.us/Internet%20Tutorial/E-mailEttiquette.htm) retrieved 3/10/06 I Will Follow (http://www.iwillfollow.com/email.htm) retrieved 3/10/06 Purdue University ( http://owl.english.purdue.edu/handouts/pw/p_emailett.html) retrieved 3/10/06 Web Foot (http://www.webfoot.com/advice/email.top.html) retrieved 3/10/06
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