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Copy of Email Etiquette

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by

Douglas Parsons

on 22 October 2014

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Transcript of Copy of Email Etiquette

Tip #3
Proofread emails:
Spelling
Grammar

Attach the file


Tip #2
Respond to emails in a timely manner
(within 24 hours)

Always respond even if you let them know that you need more time to answer their question

Remind yourself to respond:
Change email to unread
Add reminder to calendar

You're Welcome!
Email Etiquette Tips
Email Writing Basics
BENEFITS OF EMAIL
Email Etiquette
Tip #4

Do not mark "high importance" if it's not important urgent.

Include deadlines if a response is needed.
Tip #5
Emails should be clear and concise

Separate ideas into short paragraphs
Tip #6
Delete spam immediately and do not open it

Do not click links in emails that have no other text

Tip #7
CC (carbon copy) is an accountability tool, but use with wisdom

Do not bcc (blind carbon copy) anyone until you let that person know
Tip #8


Only "Reply All" when necessary

Tip #1
Emails should be professional


Email Basics
1. Subject Line

2. Greeting

3. Acknowledge the Recipient

4. State the Purpose

5. Closing Remarks

6. Close and Signature
Greeting
Dear Professor Cooper,

Dear Mrs. Cooper,

To whom it may concern:

Hello Jasmine,

Jasmine,

Mrs. Cooper,


Acknowledge the Recipient
Thank you for contacting XYZ Company.

Thank you for your prompt reply.

Thanks for getting back to me.

I hope this email finds you well.






State your Purpose
I am writing to inquire about...

I am writing in reference to...

I am writing in regards to...

The purpose of this email is to...


Closing Remarks
If you have any questions or concerns please don't hesitate to let me know.

I look forward to hearing from you.

Thank you for your patience and cooperation.
Salutation and Signature
Best regards,
Sincerely,
Thank you,
Name
Title and Company -or-
Major and Name of College
Expected Graduation Date
Phone Number
Email
Website
Social Media Links


Who cares?
Emails are a reflection of YOU.
Subject Line
Direct and Clear

-but-

Always write something in the body of the email
Be sensitive to cultural differences

Tip #12
Tip #9
Never send an email when you are upset.

Tone of voice is not translated well in emails.

ALL CAPS = yelling
Tip #10
Use emoticons sparingly and with caution
:) :( ;)

Know your audience

Very informal
Jasmine Cooper
Psychology | California State University, Long Beach | 2016
555-555-5555 | jasminecooper@gmail.com
Twitter: http://twitter.com/twittername | LinkedIn: http://linkedin.com/in/linkedinname
Tip #11
Emails are forever

Emails can be legally binding documents.

No email is private.

• Eliminates "telephone tag"

• Saves busy people time

• Can speed up decision making

• Provides written records

Bad Email Example
Subject: contract by 5

Jim,

I need the contract that was sent to you 3 weeks ago by 5:00 p.m. today, so I don't miss my deadline.

Mindy Cooper
Good Email Example
Subject: Contract for Students

Hello Jim,

I hope this email finds you well and you are enjoying summer. I am emailing you to follow-up on the contract that was due last Friday. Could you please send me the contract by 5:00 p.m. today, so I don't miss my deadline?

I have attached the contract to this email. If you have any questions please don't hesitate to contact me.

Thanks,

Mindy Cooper
Dean of Students I Marymount California University
555.555.5555
mcooper@marymountcalifornia.edu


Hello Gabriella,

Thank you for contacting the Office of Orientation. I am writing in reply to your email regarding the orientation schedule. Orientation is August 21-23. Yes, it is important that you attend all three days of orientation.

Please remember to register for Orientation on our website www.marymountcalifornia.edu/orientation.

If you have any further questions don't hesitate to reply to this email or contact me at 555-555-5555.

Kind regards,

Mindy Cooper
Orientation Team Lead :: Marymount California University
sosmcu@gmail.com :: 555-555-5555
Facebook: www.facebook.com/groups/MCUclassof2018
How would you reply?
Hi,

My name is Allison and I'm going to orientation, however I may not be able to make it to every session. Do I still need to register online?

Allison Smith
Full transcript