Professional Email Etiquette

Why Learn Email Etiquette? From: Sent: Wednesday, December 11, 2014 11:29 AM To: <yrodriguz@nuview.k12.ca.us> Subject: _______________________________________________________________ heyy my mother wants to know if anyone is going to fix student connect because she would like to check my brothers grades peace out This is the content of an actual email sent by a student to the Superintendent’s office.

Use a Professional Email Address Will these send the right message?: crazeegirl@yahoo.com beerlover@hotmail.com littleflirt69@yahoo.com studmuffin@verion.net

When to Use Professional Email Etiquette Communications with: Teachers or professors Colleges Businesses or organizations Employers Anyone you wish to be taken seriously by

Traditional Business Letter Includes a greeting and a closing (Dear & Sincerely) Correct business letter formatting Professional tone Proper grammar Spell checked

Business Email Includes a greeting and a closing (Dear & Sincerely) Correct formatting Professional tone Proper grammar Spell checked James Jackson Outstanding Service Dear Mr. Jackson: I was in your club last week and was looking for a particular product. I was hoping to purchase the new HP 435 all-in-one printer. After searching for a few moments, I was approached by an associate name James Walker who was very friendly and helped me find the printer I was looking for. I was very impressed with his knowledge and expertise. I just wanted to thank you for employing people like James at your club. I am hopeful that you will pass on my thanks to James. Sincerely, John Q. Customer

Challenges of Email Communication Email contains merely words which makes up only 7% of face-to-face communication Email does not contain body language, tone, or feeling (93% of face-to-face communication)

Challenges of Email Communication - Example In sample #1, is this person really complimenting the recipient’s presentation or is it a sarcastic insult? Sample #2 illustrates: “When in doubt, spell it out.” Or, “when in doubt, leave it out.” From: Sent: Wednesday, October 5, 2014 12:19 AM To: Subject: Presentation _______________________________________________________________ Nice presentation! SAMPLE #1 From: Sent: Wednesday, October 5, 2014 12:19 AM To: Subject: Presentation _______________________________________________________________ Thanks for coming in today. The audience was completely engaged in your presentation. SAMPLE #2

Use Proper Grammar and Punctuation Capitalize the first letter of the first word in each sentence Use periods at the end of sentences Use complete sentences Avoid the use of !!! and ??? which comes across as condescending

To, Cc, and Bcc Send email “To” anyone you would like a response from “Cc” anyone you wish to inform, but you don’t want a response “Bcc” when you don’t want others to see who else you sent your email to

Formatting DON’T TYPE IN ALL CAPS. That comes across as yelling. Do not bold items either. Avoid fancy fonts. It’s distracting and unprofessional. 12 point font is sufficient

Content of Emails Add the subject of your email to the subject line which reflects the content of your email. (Having no subject can get your email flagged as spam.) Do not type everything in lowercase letters (emails are not text messages) Do not use symbols, emojis, or text lingo in professional emails Examples: ☺ ;) lol jk

Email Signatures & Taglines Signature Components Tagline Components Name: Company Motto: Title: Street Address: Inspirational Quote: City, State, Zip Code: E-mail Address: Phone Number:

Common Courtesy Include a greeting (“Dear _______,”) Include a closing (“Thank you,” “Sincerely,” or “Best Regards,” and your name) Spell the recipient’s name correctly Use “please” and “thank you” Respond to email in a timely manner (much like a phone call) Keep email short, sweet, and to the point (no more than one screen of text)

Proofread Re-read your email aloud Double check the spelling, grammar, and punctuation, and tone Don’t rely on spell-check Example: Spell-check changed “Sorry for the inconvenience.” to “Sorry for the incontinence.”  

Before Pressing … Ask yourself, “Am I angry?” If so, wait to send your email. Reread your message later. Then decide. Double check the spelling, grammar, and punctuation, and tone Ask yourself, “Would I mind if others saw this email?” If you would mind, you might want change the content or speak to the person instead

Legal Considerations When you put something in writing, it is forever (even if you delete it) Agreements or commitments made via email may be considered a contract and you may be legally obligated to make good on the content of your email Do not forward email that is intended for your eyes only

“Type unto others as you would have them type unto you.” Email Golden Rule “Type unto others as you would have them type unto you.”

On Your Own