Lesson 5- Email Etiquette.pptx

College Success Sunday, Week 3: Emails and Communicat QUIZ TIME RECAP! 1. What does ‘GRIT’ stand for? 2. What are the 4 steps for developing GRIT? 3. Describe a fixed versus growth mindset 4. Define Negative Bias REMINDER You can use NOTES for Quizzes…. Please take them! Welcome to the Email...

College Success Sunday, Week 3: Emails and Communicat QUIZ TIME RECAP! 1. What does ‘GRIT’ stand for? 2. What are the 4 steps for developing GRIT? 3. Describe a fixed versus growth mindset 4. Define Negative Bias REMINDER You can use NOTES for Quizzes…. Please take them! Welcome to the Email Writing Workshop Tips for Email Etiquette: ‘The customary code of polite behavior in society or among members of a particular profession or group’ Why is writing good emails an important for your career? How can we encourage people to read your emails? The Subject Line Have a clear message Audience Send it the right person / people Lorem Isum Format Not too long Spelling/grammar No mistakes How many of you have emailed your professor? What was it concerning? Your Professor receives dozens of emails every single day from • • • • • • • • • • Administration Senior Leadership Dean Other divisions Faculty Other institutions Research Organizations Students Alumni Staff For me, I answer emails from bottom to top, I open them when I am not prepping for class, teaching, attending meetings and having ‘down-time’. Nobody is in the ‘office’ 24/7 Every Professor is different in their response time to emails, Some are a lot quicker at replying than others. I know you might feel frustrated, fed up, abandoned, forgotten… But you must try to be • • • • • • Patient Tolerant Understanding Accommodating Accepting Calm REAL Student Emails: Can you find the mistakes? Miss Christin, ’t come to your class on Thurday 16th coz I have to go to the passport office. Can the recording so I don’t miss it. Thanks alot. rds, Christina, ll got together in the class and want the deadline to be extended for the homew re all so busy with other classes and there assignments hought Saturday would be best for us and give us more time. Just change the da as. students, REAL Student Emails: Can you find Dear larson, theProfessor mistakes? I hope you are keeping well. The homework that I did last Wednesday was submitted on the Friday but I realized that the Homework was not due until the following Thursday, so really I had extra days to do it and so I want you to ignore the Friday submission and open a submission on the Thursday or even a Tuesday if you prefer I have to make changes anyway so let me know by today if this is possible. Today is Monday, I hope to hear from you. Kind wishes Greetings from Baghdad, hope you are doing OK? My Canvas is not working and I don’t see assignments or any stuff you posted. So I hope you can fix it soon. REAL Student Emails: Can you find Ma’am, the mistakes? you are keeping well. This is your past student. e write me a recommendation letter, I need it by Monday 3rd January. Send it as s ave done it, thank you. I always enjoyed your classes. you Miss, arest Professor, ________, have you finished grading? I am 0.8% short of my A-, I want you to ad get this grade. I worked hard all semester. If I don’t get it, it will ruin my life, it’s uch a tiny amount robs students of their future. Add an extra point anywhere you uch a simple thing to do and I will appreciate this enormously. You should do it as ble? Waiting for you to respond urgently. ds, REAL Student Emails: Can you find the mistakes? My dearest Professor. This is ___________. This is my 4 email to you asking to reconsider the grade you gave me. You are too harsh in your grading and I deserve more. I want for you to take a look again at my assignments on canvas, there are points that I didn’t get even though I worked so hard and you know this. It is frustrating and my GPA needs to improve, you know this. Some assignments were too difficult, you know this. All I need are some extra points. I am waiting your speedy response. With very best wishes, REAL Student Emails: Can you find the mistakes? Dear Professor Larson, I hope you are keeping well. This is ………, ID…….. I am writing to ask you if you would kindly consider writing a Recommendation letter for me to support my application for Bard College in NYC to continue my studies in Business Administration. I took ENG 110 with you in Spring 2019, ENG 120 Public Speaking in Fall 2019 and GEO 101 in the Spring 2021. I have attached a recent CV below and a document letting you know my activities, my interests, my strengths. Reasons why I wish to attend Bard and my suitability for the scholarship. I hope you What you write in an email reflects your skills in writing and your PROFESSIONALISM, once sent, you cannot …. Composition • What do you want to say or ask? • Emails take thought and time to get it right • What words are you going to use to express yourself? • Do you have the right tone? • Have you chosen the correct modal verbs? • Have you proofread for grammar, spelling, Correct use of modal verbs is essential in email etiquette can, must, may, could, would, should, ought to, shall, might Do you sound vague and confused? Do you sound annoyed and irritated? Do you sound demanding? Do you sound argumentative? Are you bargaining and negotiating with your Prof? Do you sound abrupt and perhaps not respectful enough? • The level of politeness differs culturally • • • • • • “CC” stands for “carbon copy,” and functionally represents a copy of an email sent to another addressee. If you include the email address of another individual in the CC line, that person will receive a copy of the email you send to the people in the “To” field. Good emails (1) - Have a professional email address: [email protected] NOT [email protected] - Ensure your tone is professional. Good morning Mr Jones, I’d like to invite you to a meeting on Tuesday. NOT Hey Mr Jones, Wanna join us for a meeting on Tuesday? 1 - Use a clear and concise subject line Interviews for new teachers NOT Meeting Avoid grammar and spelling mistakes 1 Check people’s names are correct - Use a standard, easy-to-read font and font size. - No emojis or other animations in your email. 1 Only include files ( photos, videos…) that are necessary -Why? Because these attachments fill up people’s computers quickly. Answer professional emails as quickly as possible -Why? If you are late answering an email, people think you are lazy or do not care. Check you are writing to the right person Why? If you write to the wrong person, for example, the wrong “Mohammed” it shows you are not careful.. Proofread your email before hitting “send” Why? Spelling mistakes make the reader think your English is poor or you have a poor education. 1 Common mistakes • using slang words e.g. your work is crap • not checking grammar and spelling • C.C = copying in everyone in the class • sending a reminder very soon • Too long 1 Key Components of a Professional Email 1. 1. Subject a.You should always include a subject when sending an email. 2. 2 Greeting – Saying hello a.Start with a greeting. i. Dear John” ii.“Hi Mrs. Smith” iii.“Hello Dr. Smith” iv.“To Whom It May Concern”-­‐ if you are contacting a company, not an individual person 1 3. Stating your purpose – Why are you contacting them? i.“I am writing in reference to” ii.“ I am looking for help with” iii.“Do you have any information regarding” iv.“ I am writing to enquire about” 1.4. Closing – saying thank you i. “Thank you for your help” ii.“I look forward to hearing from you” iii.“Thank you for your time” 2.5. Closing with your Name i. “Best Regards, your name” ii.“Sincerely, your name” iii.“Thank you, your name” Over to you! Your chance to write a good email You have a problem. You want Ms. Christina to help. Your teacher (Ms. Christina) has given you a written assignment to do and it is due today. You have a an email, using the template, to Ms. Christina Write explaining who you are and the reasons why you problem! won’t be able to complete the assignment on time. However, you haven’t started it yet and you will miss the deadline. You have 10 minutes to send your email to [email protected] Email structure 1 2 3 4 5 Check and send Subject line State who you are Say thank you State what you want ECKLIST Have you identified yourself, Name, ID, Class Optional: Have you added a ‘compliment’ s everything in the email crystal clear to the rea Have you attached important details that the rea equires such as Dates, Times, Deadlines, Documents all checked. Have you ended the email respectfully Formal Email Template