2-Email-Etiquette-101-Pres.pdf

A general set of expectations regarding how people should communicate when sending electronic mail. 1. Professionalism: You want to come across as someone who knows what they are talking about. 2. Efficiency: Writing emails that are clear and eloquent will increase the effectiveness of your commu...

A general set of expectations regarding how people should communicate when sending electronic mail. 1. Professionalism: You want to come across as someone who knows what they are talking about. 2. Efficiency: Writing emails that are clear and eloquent will increase the effectiveness of your communication. 3. Respect: If you are writing an email, you are often making a request. You want your audience to respect you as a person. 4. Common Sense: An element of basic humanity is being kind to others. Angry, hateful email is counterintuitive to that. How might your style and tone be different when emailing: q A boss q A parent q A friend q A pastor In your academic career, there will be many times you email a teacher. When doing so, make these tips a priority. Use a professional email address. § Your teacher will not appreciate receiving an email from [email protected]. Select a professional font. § Use a clear print font. § Avoid bright colors and highlighting behind text. They are difficult to read. Include a clear, direct subject line. § Include your name. § Include your class period. § Include the topic. Subject: Molly Weller, 1st Hour, Reading Journal Begin with a professional salutation. Dear Mrs. Kruse, Good morning Dr. Epplin, Spell the recipient’s name correctly. § It looks really lazy to email someone with a request but not be thoughtful enough to take the time to double check the spelling of their name. Avoid exclamation points. § They are informal. Avoid using ALL CAPS. § It sounds like you are shouting at your audience. DO YOU UNDERSTAND? Avoid sarcasm followed by winky faces or other emojis. § It’s very difficult to decipher tone in an email. § Emojis are not professional. § Sometimes they can be construed as passive aggressive. Example: Thanks for the C you gave me. Don’t email when angry. § If the subject of the email is a sensitive one, it’s best to discuss it in person. § Words are read differently than they are heard. Avoid blaming and excuses. Take responsibility and ownership. § § § § § Don’t blame your pet. Or your parents. Or your teacher. Or your sibling. Or the president. Be clear and mention specifics. Your teacher has many students. “Today in class you handed back my paper…” Which class? Which paper? Be concise. § Say what you need to say in a few sentences or less. Avoid using the word “you” if at all possible. § It puts the recipient on the defensive. Don’t email asking for extra credit. § Most of the time students do this, they haven’t completed some of the mandatory course work that was assigned. § If it’s really that important to you, ask in person. Include both your first and last name in the signature block. § Thank you, § Sincerely, § My best, Elmer Fudd Proofread § Use complete sentences and proper grammar. Otherwise, you look unintelligent. Include a compliment and/or a note of thankfulness. § Compliments and gratuity make your audience more receptive to your request, and they also help you to come across as a kind person who is not completely narcissistic. Allow for response time. § Allow your teacher at least 24 hours to reply to your email. Believe it or not, we have lives, too! § Never email asking for something ASAP. It’s rude. Be aware of high and low register. § High-register tone: Use when talking to a superior (a boss or teacher). ü Thank you so much for helping me study for the upcoming novel test. § Low-register tone: Use when talking to a friend or family member. ü It was so awesome hanging with you today studying for that test! If you have no choice but to write a lengthier email, use bullets where possible. § Bulleted questions or statements are easier to: ü read ü mentally organize ü remember in emails than lengthy paragraphs. If the content of the email is on the negative side AT ALL, use a flattery sandwich approach. 1. FLATTER / POSITIVE COMMENT 2. request / complaint gently worded 3. FLATTER / POSITIVITY / THANKFULNESS Ultimately, the way you email someone reflects on who you are as a person. Take your time, and do it correctly so that people not only take you seriously but also have mad respect for you.