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Copy of Email Etiquette
Transcript of Copy of Email Etiquette
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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
Email Etiquette Tips
Email Writing Basics
BENEFITS OF EMAIL
Do not mark "high importance" if it's not important urgent.
Include deadlines if a response is needed.
Emails should be clear and concise
Separate ideas into short paragraphs
Delete spam immediately and do not open it
Do not click links in emails that have no other text
CC (carbon copy) is an accountability tool, but use with wisdom
Do not bcc (blind carbon copy) anyone until you let that person know
Only "Reply All" when necessary
Emails should be professional
1. Subject Line
3. Acknowledge the Recipient
4. State the Purpose
5. Closing Remarks
6. Close and Signature
Dear Professor Cooper,
Dear Mrs. Cooper,
To whom it may concern:
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...
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
Title and Company -or-
Major and Name of College
Expected Graduation Date
Social Media Links
Emails are a reflection of YOU.
Direct and Clear
Always write something in the body of the email
Be sensitive to cultural differences
Never send an email when you are upset.
Tone of voice is not translated well in emails.
ALL CAPS = yelling
Use emoticons sparingly and with caution
:) :( ;)
Know your audience
Psychology | California State University, Long Beach | 2016
555-555-5555 | firstname.lastname@example.org
Twitter: http://twitter.com/twittername | LinkedIn: http://linkedin.com/in/linkedinname
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
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.
Good Email Example
Subject: Contract for Students
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.
Dean of Students I Marymount California University
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.
Orientation Team Lead :: Marymount California University
email@example.com :: 555-555-5555
How would you reply?
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?