The document provides guidance on proper email etiquette. It defines etiquette as the conventional social behaviors and conduct expectations within a community or situation. Good email etiquette includes using a clear subject line, greeting the recipient appropriately either formally or informally depending on the relationship, stating your request concisely, thanking the recipient, and signing off with your full name. The document offers examples of formal and informal email structure and components as well as tips for general email best practices.

1. Erin Orstrom
Rachel Miller
International English Institute
BASIC E-MAIL ETIQUETTE

2. What Does Etiquette Mean?
• Etiquette - (noun) conventional
requirements as to social behavior;
proprieties of conduct as established in
any class or community or for any
occasion.
(http://dictionary.reference.com/)
• Basically, rules or expectations for
appropriate behavior in certain situations
• Many examples:
• Business etiquette
• Dining etiquette
• Classroom Etiquette
• Work/Office etiquette
• “Netiquette” – Internet Etiquette

3. Why is Etiquette Important?
• Clarity!
• Politeness – words express tone (what
does tone mean?)
• a particular quality, way of sounding,
modulation, or intonation of the voice as
expressive of some meaning, feeling, spirit,
etc.
(http://dictionary.reference.com/)
• Helps people better understand what you
are asking for and evaluate your needs
• Helps the person receiving your e-mail
know who you are so they can correctly &
quickly answer your questions or request
• Student ID numbers
• Any other pertinent information

4. Example E-mail Layout
1. The e-mail address of
the person(s) you are
sending your e-mail
2. A subject - what the e-
mail is about (Grades,
questions, help, etc.)
3. A greeting/salutation
4. A short introduction
5. Your request or reason
for your e-mail
6. Politely, thank the
person for their time.
7. Closing or Sign-off
8. Your FULL name - first
AND last name
(otherwise, the person
will have no idea who
you are and may ignore
your e-mail)

5. E-mail Example #1

6. E-mail Example #2

7. E-mail Example #3

8. E-mail Example #4

9. E-mail Example #5

10. Formal vs. Informal (Casual) Contacts
• University professors
• University personnel (ex.
admissions office
representatives)
• First time contacts
• Friends
• Family
• IEI teachers and staff
Formal Informal
*When unsure, chose
to be formal
http://www.myenglishteacher.eu/blog/formal-and-informal-email-phrases/

11. Examples of Greetings
• Dear Sir or Madam,
• To whom this may concern:
(if you do not know the name of
who you are e-mailing)
• Dear Mr./Ms. ______,
(do NOT use Mrs. or Miss when
emailing a woman you do not
know)
• Hi/Hey,
• Dear _____,
• The person’s first name:
Erin,
Rachel,
Allison,
Formal Informal
 Good Morning/Afternoon,
 Greetings,
 Hello,
Semi-Formal

12. Examples of Closings
• Warmly,
• Sincerely,
• Sincerely Yours,
• Yours Truly,
• Best,
• Take Care,
• Talk to You Later,
• Thanks,
Formal Informal
Semi-Formal
 Thank You,
 Regards,
 Best Regards,

13. General Guidelines for Replies
• Please allow between 24 - 48 business hours (1-2 days) for a reply
oMost businesses’ normal hours are around 8 AM – 5 PM.
oMany people do not reply to e-mails after business hours, but this varies
by person and by business.
• Allow enough time for a response after you send an e-mail request.
oPlease do not call to see if the person either received your e-mail or has
replied yet - it is an inefficient use of your time as well as the other
person’s time.
•Plan ahead!

14. To, CC, and BCC
• To: default category for recipients
o Everyone that the email is sent to can see the other recipients
• CC: “Carbon Copy”
o You send the e-mail “To” someone because the message is intended
for them, but you can CC someone else not because you need a reply
from them, but so that they have the information and “stay in the
loop.”
• BCC: “Blind Carbon Copy”
o You can send to multiple recipients (people) but they cannot see who
else the e-mail was sent to.

15. Extra Tips
• Try to type your e-mail in English first.
• Use a dictionary and/or a thesaurus instead of a
translator (ex. Google translate), as they do not
always provide accurate translations.
• Use a translator as a last resort.
• Save the contact information of people you
email often or that are important into your
email or phone Contacts
• Examples: teachers, office staff, university
admissions representatives
• sometimes they are saved in your ‘Other’ contacts
for you automatically

16. Extra Tips
• Simple & readable font
• 12-14 point font size
• Black text color
• Correct capitalization and
punctuation
• Do not write in all CAPITAL
LETTERS
• No emojis, emoticons :-), or out
of place symbols (~, *, ^,<3)
• Simple is best. Your e-mail still
needs to be clear and polite.

17. Extra Resources
• Boomerang
Useful for:
• Scheduling e-mails to send at a later date and/or time
• Sending an e-mail back to the top of your inbox to follow up if someone
hasn’t replied
• Sidekick
Useful for:
• Tracking e-mails to see if they have been opened (only works with one
recipient)
• Tracking if links within the e-mal have been clicked

18. Boomerang for Gmail Dashboard

19. Sidekick Activity Stream Example

20. Activity: Compose an E-mail