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Email Etiquette

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Monica Madrigal

on 17 September 2014

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Transcript of Email Etiquette

Email Etiquette
SSS Workshop
The Basics
Write a salutation for each new email
Keep the email brief
Return emails within the same time that you would return a phone call

What is Email Etiquette?
Email Etiquette is the way in which you communicate via email
There are two types of communication via email:
General Format
Keep in mind:
Body of an Email:
Why is email etiquette important?
Protection from liability
Addressing an Email:
There are three choices to address an email:
Do not write as you would text
Slow down on abbreviations
Avoid smilies
Use a positive tone

Break email into sections
What is the point of the e-mail
Detail, but organize
Key points
Do not tell a whole story if reader already knows
Close email
If you include attachments give an explanation of what they are.

Don't Throw a Curve Ball:
Don’t catch the reader by surprise
Avoid bringing up your conflict until the end of the email
Avoid discussing your grade via email, DO IT IN PERSON!

Always re-read your Email
When emailing a professor:
Give your first and last name
Class period/ Class Name/Class Section

When sending an email with an attachment always give a brief description of it.
Give your attachment an appropriate name.
Be concise and to the point
Answer all questions
Use proper spelling, grammar & punctuation
Make it personal
Do not attach unnecessary files
Use proper structure & layout
Do not write in CAPITALS
Do not leave out the message thread
Read the email before you send it
Do not overuse Reply to All
Be careful with formatting
Do not forward chain letters
Do not copy a message or attachment without permission
Do not use email to discuss confidential information
Use a meaningful subject
Avoid using URGENT and IMPORTANT
Avoid long sentences
Do not send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
Do not forward virus
Keep your language gender neutral

Do not reply to spam!

How can Email Etiquette Benefit me?
Allows you to be confident.
Differentiates you from others.
Develops admired conduct.

When writing an email message, paragraphs should:
a.      Be long.
b.      Be short.
c.      Be indented.
d.      Be invisible.

The best way to make several points in an email is:
a. Include all the points in one paragraph.
b. Include all the points in the last paragraph.
c. Use lists with bullets or numbers.
d.Hire an airplane pulling a banner with the information to fly over the office.

If you know the recipient is often in a hurry, the best way to send a supporting document is:
a.      Put it directly in the body of the message.
b.      Attach it as a separate document.
c.      Type slowly.
d.      Have it delivered by carrier pigeon.

When sending a message, you should copy (“cc”):
a. Everyone in the department.
b. Your boss and your boss’ boss – so they know you’re working hard.
c. Only those people who absolutely MUST know.
d. The whole world.  Why not?  Everyone else does.

When writing a Subject Line:
a. Use something general, such as “Greetings” or “Hello.”
b. Be specific, but brief.
c. Use several sentences.
d. Say, “If you don’t respond, I’ll send Uncle Guido to break your knee caps.”

Email has become very prevalent in most people’s lives and many use it to cheaply and quickly communicate with friends, family, and co-workers. Although this technology is available to everyone, and most people are accustomed to using email, people still are not very savvy when it comes to understanding how email functions in a relationship both personally and professionally.
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