Email Etiquette for Students presentation adapted for Mrs Email Etiquette for Students presentation adapted for Mrs. Hofler’s students This presentation was designed in response to the growing popularity of email and the subsequent need for information on how to craft appropriate email messages, send resumes and cover letters via email, and communicate with teachers / professors. A single mouse click will advance the slides. Author: Purdue Writing Lab Updated by: H. Allen Brizee, 2007. © Copyright Purdue University, 2000, 2006, 2007.

Why is Email Etiquette Important? We interact more and more with the written word all the time Without immediate feedback from the reader, it’s easy to be misunderstood We are accustomed to using social media with our friends but need to know how our style varies according to our audience Explanation: 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. How we interpret email: While most people are aware that the computer is not a person and that emails do not have a character of their own, many people still react to them as though they do. Readers assign meaning to everything that people write and tend to perceive it as concrete because it is in black and white (or whatever color you may choose). This response, coupled with a lack of nonverbal cues, poses a serious challenge for email writers. It is easy for emails to be misinterpreted because people write as though they are having a conversation; however, the receiver does not read that way.

Your Email Address An email address that is similar to your name is always a good idea especially in professional settings (school/job). Make sure your settings have your given first and last name (or at least initial). It’s odd for your teacher to open an email from “Mylie Cyrus” or “Justin Bieber”! We shouldn’t have a problem with this at school since you must use your Google Docs email. Your teachers cannot respond to your emails from a personal account.

Your Photo If you are going to have a photo associated with your professional email address, make sure it is an actual photo of you. Go check your Google account now. If you have a cartoon character or famous person or some other symbol, replace it with your photo or no photo at all.

The Basics Example Dear Mrs. Hofler, Janie Daniels Address the reader Subject: absence today (Short paragraphs are easier to read quickly. Don’t indent paragraphs. Put a space between each one instead.) Address the reader When emailing a teacher, ALWAYS include your full name when you sign off at the end. Include what the email is specifically regarding in the subject line. Break writing up into short paragraphs of 1-3 sentences.

The Basics Think twice about whether or not the content of your email is appropriate for virtual correspondence - once you hit Send, anyone might be able to read it. In fact, even an email you send to a friend using your school account can be pulled up by the technology department if needed. Try to keep the email brief, and typically the response you’re looking for should be brief. Otherwise, you should probably use the email to schedule a conference to discuss. Length: A number of experts have a wide range of opinions on how lengthy an email should be. Some say that it does not matter and others say that an email should be as long as the text box without scrolling. Both perspectives appear to be correct. In general emails should be short and to the point. Time: It is considered rude not to respond to an email as soon as possible. Writers should strive to respond to emails as quickly as they would a phone message, which tends to be immediately. If the email requires a longer message than the writer is able to provide at that moment, it is considered proper etiquette to let the sender know that the message was received and that the writer is planning to respond as soon as time permits. Grammar and Punctuation: For the professional work world it is imperative that writers use capitalization, grammar, and other traditional ways of writing to include neutral fonts.

Audience Check for spelling, punctuation and grammar errors before clicking Send. Write in complete sentences, and remember that English teachers notice poor grammar, as do most educated people. There is a difference between being informal and being sloppy and careless. Many employers will not even look at a candidate who does not use correct grammar. Use a professional, black font, not a colored, decorative font Use exclamation points !, smiles , winks ;-) and other graphical symbols only when appropriate (typically only in informal emails) Time: It is considered rude not to respond to an email as soon as possible. Writers should strive to respond to emails as quickly as they would a phone message, which tends to be immediately. If the email requires a longer message than the writer is able to provide at that moment, it is considered proper etiquette to let the sender know that the message was received and that the writer is planning to respond as soon as time permits. Grammar and Punctuation: For the professional work world it is imperative that writers use capitalization, grammar, and other traditional ways of writing to include neutral fonts.

Tone Write in a positive tone Remember that tone doesn’t come across the same way in email as in does spoken aloud. Be careful with sarcasm. Use contractions to add a friendly tone that isn’t intimidating or confrontational. Email is not as formal as an essay. Do not use all caps. It comes across as shouting on email.

Problems with School or Work You should briefly state the history of the problem to provide context for the problem. Explain the attempts you made previously to resolve the problem. Offer suggestions on ways you think it can be resolved or how you are willing to help in the matter. Be careful: Often problems should be discussed face-to-face.

Good Topics for Email Examples of when you might email a teacher: You have an easy question that can be answered in a couple sentences or less You have an assignment that you are allowed to submit via email You would like to set up an appointment to get extra help or make up work If you email your teacher with a question, please check your email for a response. It is rude to ask in class the next day “Did you get my email?” if you didn’t even bother to check for a reply.

Bad Topics for Email There are some rules that it’s best to follow, such as: Don’t try to turn in an assignment through email if your teacher has not said it’s ok. Your printer may be broken, but plan to print in the library (8:00-8:20) rather than count on the teacher to do so. If it’s supposed to be turned into Classroom, do not email it to the teacher. If you have to get an extension for an assignment, do it in person and well in advance of the due date. Don’t bring up any topic that will require continuous conversation. You should discuss that in person. If there is potential for something to become heated, there is a large risk for misunderstanding, so it’s best to talk face-to-face.

Practice What I Preached Send Mrs. Hofler an email of 5+ sentences applying the principles in this presentation. This will let Mrs. Hofler assess your email skills and writing skills and get to know you as a person better. Ideas for your email: Something you learned in the presentation Something you still don’t understand Bad habits you’ve noticed from others in emails you’ve received How email has helped/hurt you in the past

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