Email etiquette

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The following presentation was developed to assist my students in proper ways of utilizing email in a professional manner.

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Email etiquette

  1. 1.  Rules of etiquette encompass most aspects of social interaction in any society. Communication in the written form, you will learn, is governed by several rules that also extend to Email.
  2. 2.  In the following slides you will be briefed on expectations with regard to email your professors, classmates and/or fellow employees.
  3. 3.  We interact more and more with the written word all the time With large, impersonal lectures it becomes harder to discuss questions or problems with teachers Without immediate feedback from the reader, it’s easy to be misunderstood
  4. 4.  The Basics Tone Attachments Logging Complaints Good topics for email Bad topics for email
  5. 5.  When mailing a Example teacher, ALWAYS Lebron include your full James, MWF name and class 8:30-9:20 period Include your class and a.m. what the email is specifically regarding Re: in the subject line ENC 0012: (Re:___) Quiz 1 Results
  6. 6.  Think twice about whether or not the content of your email is appropriate for virtual correspondence - once you hit Send, anyone might be able to read it Try to keep the email brief, brevity is an essential aspect of email (that’s why we like it so much). Check for spelling, punctuation and grammar errors before clicking Send. A professional email should be treated as formal writing. Use a professional font, not decorative or script
  7. 7.  Write in a positive tone (aka: active voice)  When I complete the assignment versus If I complete the assignment Avoid using negative words  Words that begin with “un, non, or ex” or end with “less” Don’t use smiles , winks ;-) and other graphical symbols unless appropriate. Use contractions to add a friendly tone  Can’t instead of Cannot
  8. 8.  When you are sending attachments, include in an acknowledgement of it in the email  Class, Please see the attached: “Group Project proposal form.” Consider sending files in rich text format (rtf), portable document format (pdf), or MS Word (.doc/.docx) to ensure compatibility
  9. 9.  You should briefly state the history of the problem to provide context for the problem Thoroughly explain any attempts to resolve the problem Offer suggestions on ways you think it can be resolved or how you are willing to help in the matter
  10. 10.  Example Professor Lane: The review that we had the class period before the final was not accurate.As a result, the grades we received could have been incorrect. Thereviewed documents provided incorrect information. I would like to suggest that you ask students who were at the reviewwhich information the reviewed documents gave incorrectly andaccount for those errors in our grades.Please take this into consideration.Thank you.Chris Bosh in your MWF 10am class.
  11. 11.  You should email your teacher if:  You have an easy question that can be answered in a paragraph or less  You have an assignment that you are allowed to submit via email
  12. 12.  There are some rules that it’s best to follow, such as:  Don’t try to turn in an assignment through email if your teacher has specified against it  If you have to get an extension for an assignment, do it in person  Don’t bring up any topic that will require continuous conversation  If things become heated, there is a large risk for misunderstanding, so it’s best to talk face-to-face

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