The document provides guidance on proper email etiquette. It discusses best practices for email composition such as including a name and subject, knowing your audience and purpose, using professional language without emojis or ALL CAPS, brevity, and considering whether the message could upset or embarrass recipients. It also addresses email forwarding, attachments, signatures, and avoiding spam. The overall message is to write emails as you would like to be addressed and to consider how the message will reflect on you and be interpreted by the recipient.

2.  For help locating the email later, always include a subject
and use the recipient’s name in the greeting.
 Keep the subject short and to the point.
 Use a catchy subject line that stands out to ensure it is
read by recipients.

3.  Know who you are sending
the email to.
 Know what the recipient
expects from the email.
 Know the correct address to
send the information.
 Know the correct time to send
the email.
 Know why you’re sending the
email.
 Know how to compose the
email to your audience.
There are several pieces of information that you need to know when
composing an email, the list is below:

4.  Reserve emojis for text or close
friends (informal messages).
 It’s okay to use  or  to show
emotion to people that you know
very well but not in professional
emails. Sometimes even LOL is
okay nowadays depending on the
context.
 Do not use emotions with strangers
or individuals outside of your
employment.

5.  When you CC others, ask
yourself do they really need to
know.
CC stands for Carbon Copy. It’s the electronic version of inked paper so
that’s why it’s called carbon copy because there are duplicate copies of the
email.
BCC stands for Blind Carbon Copy.
On rare occasions where it is necessary to send a group of people the
same email, as a courtesy to those you are sending the email, you should
BCC so that you’re not sharing the email addresses to others. BCC allows
their email addresses to remain invisible. However, if there are people who
have been bcc’d you should state that in the email as a courtesy and they
will know to reply only to you and not to all. Never expose other’s
addresses to strangers without their consent. BCC should never be used to
hide someone in secret.

6.  All caps is interpreted as yelling and will send the wrong message.
 It’s not good email etiquette.
 You may forget and use it for someone who isn’t a close friend and offend
someone.
 Consider other ways to get your message across.
WHAT DOES TYPING IN ALL CAPS CONVEY?

7.  Please do not use email to discuss confidential information. You
can ask questions about cases without revealing confidential
information. See the examples below:

8.  LOL
 IDK
 OMG
 TTYL
 BRB
 Save shorthand for text among friends.
 Not everyone will understand.
 It can be viewed as unprofessional.
 BTW
 C/S
 T/C
 SW
 IMC

9.  Have you ever sent an email and after rereading it you wished you could
take it back? Ask yourself a couple questions before sending the email
such as the ones below:
 Is this relevant to the work I am doing in the agency?
 Will the agency benefit professionally from this information?
 If you can answer yes to the questions above:
It’s okay to send!

10.  Are you upset?
 Will the email upset, hurt, or embarrass someone?
 Could the email be misinterpreted in a negative way?
 Does the email appear unprofessional?
Type unto others as you would have them
type unto you.

11.  Try to keep your signature lines between 4-6 lines maximum.
 Remember: This is part of your message and the last thing the
receiver will read.
 Typically includes:
› Name
› Title
› Company name
› Contact information
› Email address or website info
› And sometimes a small graphic

12.  Your subject line is important; choose wisely
 Images can say a lot without words
 Your first line should make them want to read the next line
 Use bullets if possible for lengthy messages for readability
 Quick and to the point is best
 When possible, send emails that receivers do not have to scroll down
to read the entire message.
To ensure your email is read consider the following tips:
Please review the email example 1 and 2 on the upcoming slides to
determine if the bullet points created an easier message to read.

13. Good Morning,
Before the meeting tomorrow could you
please do the following: Run through the
meeting notes. Work on anything that we stated
needs to happen next. See Tom to get the
clicker for the meeting.
Thank you,
Rachel
Example: 1

14. Good Morning,
Before the meeting tomorrow could you please
do the following:
• Run through the meeting notes.
• Work on anything that we stated needs to happen
next.
• See Tom to get the clicker for the meeting.
Thank you,
Rachel
Example: 2

15.  Attachments include:
› Documents
› Pictures
› Compressed archives

16.  Take a moment to include a short note at the top of the email you
are forwarding.
 Think carefully to determine if what you are forwarding will be of
value, appreciated, or humorous to the person on the other side.
 If an email tells you to forward to everyone you know/love/all of
your family, promises money, or goods do not forward.
 Never forward an email without the original sender’s permission.
 When forwarding strip all the extra information beforehand.

17. Respect everyone’s time and inbox capacity. Our time is valuable and
so is our inbox capacity. Please avoid flooding a receiver's inbox with
chain emails.

18. This is an example of the malicious email that can cause viruses. We have heard
it called phish, spam email, and possibly scam email. When you receive an email
such as this please permanently delete without opening.

19.  When replying, summarize
 Don’t waste email space
 Be timely
 Avoid using all caps or multiple exclamation points.

22.  Quick communication
 Share PROFESSIONAL information
 Keep records of communication
It is NOT for:
 Sharing funny email forwards that your friends have sent to you
 Sharing political or religious views
 Harassing coworkers
 Inappropriate conversations

23. REMEMBER: When you send an email to
someone, they are getting a copy that they
can keep…forever.