Email etiquette
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This document provides guidelines for proper email etiquette when communicating with teachers or other professionals. Key points include keeping emails short, polite, and to the point; using an informative subject line; avoiding slang, abbreviations, ALL CAPS, and excessive punctuation; proofreading for errors; signing with a full name; and being careful when replying to all or copying others on emails. Sensitive issues are best discussed in person rather than over email.
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This document provides guidelines for writing emails and letters both informally and formally. For informal emails, it recommends starting with a greeting like "Hi" and ending with something casual like "Talk to you soon." Formal emails should use the same greetings and closings as formal letters, which typically start with "Dear Mr./Ms. Last Name" and end with "Sincerely" followed by the full name. The document outlines appropriate language and structure for both informal letters to friends and formal letters such as for business.
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Email etiquette
- 1. Email Etiquette Keep it short, professional, and objective.
- 2. Keep it professional • When writing to your teacher, do not use their first name. Greet them politely in the email: Dear Mrs. Smith:
- 3. Use the subject line wisely • Add a brief, accurate subject line to your email. • It’s a good idea to state which class and assignment your email is about. (Chances are, your teacher has many students and several classes.) Subject: essay for Lang. Arts 1st period
- 4. Keep it short and to-the-point • Rambling on and on in an email about the reasons, excuses, and the circumstances surrounding your assignment being late will not help you. • State the problem or request right away. Dear Mrs. Smith: I would like to hand in my essay on Monday as I will be unable to hand it in on Friday.
- 5. Do not use all capital letters • When you use ALL CAPS it conveys the feeling of anger or shouting to most people. • Also, do not use too many exclamation points!!!! Dear Mrs. Smith: I CAN’T POSSIBLY GET MY ESSAY DONE BY FRIDAY! THERE’S JUST NOT ENOUGH TIME FOR ME TO GET IT DONE!!!!!!!
- 6. Do not use abbreviations or slang • An email is not the same as texting. Don’t use abbreviations. • Don’t use slang words when writing an email to a teacher, official or someone older than you. hey mrs. smith: i just cant get it 2gether 2 get all my stuf dun this week. Could u cut me sum slack on the due date 4 tht essay?
- 7. Read over before you send • Make sure you have no spelling errors or grammatical mistakes. • Be sure you have not made your email too emotional or angry. Dear Mr. Smith: I am just tearing my hair out trying to figure out how to tell you that I can’t finish my essay in time. I am totally freaking out!
- 8. Sign off with your full name • You should sign off with your full name, and not your nickname when writing to a teacher or other official person. Sincerely, Joseph Schmo
- 9. Carefully decide who will see your email • Be careful not to click on “Reply All” when you do not want everyone to see your reply. • When you click “CC,” the person you reply to will be able to see who you are sending a copy to. • When you click “BCC,” the person you reply to will not see who you are sending a copy to.
- 10. Email is not confidential—do not provide very sensitive or private information in an email • Do not discuss delicate personal problems in an email. It is best to speak in person about things like this. • Do not put anything in an email that you would not want many other people to see. Dear Mrs. Smith: I need to set up a convenient time to come talk to you after class.
- 11. Email is not the place to work out serious problems • Email should be used to send homework or other assignments. • Email should be used to communicate simple requests or information. • Complicated problems should be discussed by phone or in person. Dear Mrs. Smith: Attached is my Media Literacy assignment. Sincerely, Joseph Schmo
- 12. Keep it polite!!! • Be polite—do not use insulting language. • If you are upset, wait until you have calmed down to send an email.