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Email Etiquette

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Melinda Patton

on 23 September 2015

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Transcript of Email Etiquette

Tip #3
Proofread emails:

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
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
Dear Professor Cooper,

Dear Mrs. Cooper,

To whom it may concern:

Hello 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,
Thank you,
Kindest regards,
Title and Company -or-
Major and Name of College
Expected Graduation Date
Phone Number
Social Media Links

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


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: Group paper section by 5


I need your section of the group paper by 5:00 p.m. today, so that I don't miss my deadline.

Mindy Cooper
Good Email Example
Subject: Group Paper

Hello Jim,

I hope you are having a good week. I am emailing you to follow-up on your part of the group paper that was due last Friday. To stay on track with our deadline I started editing the paper and would like to have your section no later than 5:00 p.m. today.

I know we all live very busy lives, so if you need help or have any questions please don't hesitate to contact me.


Mindy Cooper
Psychology I California State University Long Beach, 2017

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
Email Competition
Write an email to your professor. To win you must finish first AND it must have all parts of an email.
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