SophoMORE Advisory Lesson September 24, 2013 Email Etiquette SophoMORE Advisory Lesson September 24, 2013

Why Is Email Etiquette Important? Email is the main form of written communication used today Email can easily be misinterpreted by your reader. It is crucial you follow the basic rules of etiquette to construct an appropriate tone and level of professionalism.

General Email Policies Reply quickly to serious messages. If you need more than 24 hours to collect information or make a decision, send a brief response explaining the delay. Once you have sent an email, and not received a reply, it is best to wait at least 2 days to follow-up. If it is an emergency, you may follow up sooner. But give the emails recipient time to respond before sending another email. A respectful and professional email will receive a more favorable response than an abrupt, carelessly written one.

General Format: The Basics Write a clear and specific subject line Good Example: Absent on 3/25 Poor Example: “HW” or “School” or “YOLO” Write a salutation (greeting) for each email Good Example: Hello, Ms. Amato. Good Example: Good Afternoon, Ms. Bradley. Poor Example: Wassup, Mr. McCabe ! Poor Example: Yo, Ms. Prettyman! Try to keep the email short and sweet One screen length If the message is long-ish, break into small paragraphs! In emails, paragraphs do NOT need to be indented. Simply skip lines between each paragraph.

General Format: The Basics Put your main point in the opening sentence Check for punctuation, spelling, and grammatical errors. Avoid using words written in all capital letters. IT WILL SEEM LIKE YOU ARE YELLING! AH! Include a closing with your name Good Example: Sincerely, Justin Bieber Good Example: Respectfully, Lady Gaga Bad Example: YOLO, Ms. Meyers

General Format: The Basics Avoid text-message-type ex. R U 4getting s/thing? Use “please”, “sorry” and “thank-you” with purpose Do not email about things that are better handled in person

General Format: Lists and Bullets When you are writing directions or want to emphasize important points, number your directions or bullet your main points. For example, Place the paper in drawer A. Click the green “start” button. Another example, I have a couple of questions: Can you clarify the pg. numbers of the homework from our notes packet? When is the next time I am able to stay after school and retake quizzes?

General Format: Tone Write in a positive tone! Avoid using… Good Example: “When you complete grading this assignment.” Bad Example: “If you ever finish grading … ” Avoid using… smiles  winks ;) and other graphical symbols Explanation: The main point of this slide is to help participates understand the importance of tone. These are ways to create a document that sounds friendly and “nonverbally” open. While it is important to follow rules of punctuation and grammar in email, using contractions can create a conversational style that isn’t intimidating. Remind students that tone is dependent on audience -- an email to a peer might have a substantially different tone than email to a teacher. Ask them to think about situations and determine appropriate tones for them. *Angell and Heslop

Attachments & Google Doc Sharing When you are sending an attachment, or sharing a Google doc, tell your recipient what is attached and the name of the file. Double check that you have attached the document before sending the email Ex. The attached file is a copy of my paper entitled “My Personal Narrative.”

Let’s read some REAL emails! Take a few minutes to read over the emails provided. As you read, consider the following questions: What did these students do WELL? What can these students do to IMPROVE? Mark suggestions as you read!

Suggestions for Improvement Highs & Lows Sample #1 Sample #2 Sample #3 Positives + Suggestions for Improvement ∆ This chart can be projected on the board and used to facilitate discussion about the sample emails.

Extension Activities

Option #1: Email Drafting Competition In groups of 4, using the poster paper provided, draft an email based on the scenario your group receives. Think about all of the things we just discussed! Maintain a positive tone! Be clear and concise! Remember to format correctly!

Write Your Own… For an advisory grade… Draft a professional email to one of your teachers within the next week. CC (copy) your advisor on the email! Think about all of the things we just discussed! Maintain a positive tone! Be clear and concise! Remember to format correctly!