ETIQUETTE What you need to know about communicating effectively in an electronic medium

Introduction to  In our society, has become one of the primary means of communication;.  However, most people do not know how to write and send well.  It is a critical skill, and the sooner that you are able to master it, the easier it will be for you to communicate as a mature young adult.

Some facts about communication that may surprise you Why is this relevant to you?

is one of the world’s most common forms of communication.  According to a study conducted in May 2009, there are approximately 1.9 billion users worldwide.  That means that a little more than one in every five people on the earth use .  That same study projects that by the year 2014 their will be roughly 2.5 billion users worldwide. Statistic provided by the Radicati Group 2009 & 2010

is one of the world’s most common forms of communication.  It is estimated that around 294 billion s are sent every day.  That means that more than 2.8 million s are sent every second,  And that around 90 trillion s are sent per year. Statistic provided by the Radicati Group 2009 & 2010

is the preferred form of communication for business.  730 million accounts are held by business users.  That’s over 25% of all accounts.  On average a single user’s business account receives around 25 messages per day.  This number is increasing at rate of 10% per year  The average business user spends 2.6 hours per day reading and responding to .  At a 9:00 to 5:00 job that is around 1/3 of your work day

is the preferred form of communication for business.  Despite the massive amount of s sent each day by businesses, approximately 60% of business correspondence has grammar or spelling errors.  In the business world, these errors could cost your company business, or they might even cost you your job!

Tips for writing an effective So what should you do?

Introduction to  When composing , simply follow the steps in the following simple checklist.  Before hitting “Send,” be sure to check yourself with the etiquette guidelines provided.

Write a subject line that is concise but specific. Don’t leave the subject line blank. DO Subject: Help for Short Story Essay DON’T Subject: Subject: Hello, this is Richard, and I have a question about the upcoming short story essay

Use a font that has a professional, neutral look (Times New Roman, Arial, or Courier). DO Dear Ms. Painter, I’m a little confused about the short story essay. Does it have to be double-spaced or single-spaced? Does it have to have multiple characters? Other than that, I think I understand everything we need to do. Thank You, John Doe DON’T Dear Ms. Painter, I’m a little confused about the short story essay. Does it have to be double-spaced or single- spaced? Does it have to have multiple characters? Other than that, I think I understand everything we need to do. Thank You, John Doe

Write a salutation that is respectful and appropriate. DO Dear Ms. Painter, DON’T ‘Sup Teach, Or Hey! And Do not leave the salutation blank!

When writing the body of your , use polite, conversational language. DO I’m a little confused about the short story essay. Does it have to be double-spaced or single-spaced? Does it have to have multiple characters? Other than that, I think I understand everything we need to do. DON’T I NEED UR HELP!!!!!! i dont kno how to do the asinment u told us to do 2day. me back asap. URGENT!!!!

Be sure to bring your to an appropriate close. DO Dear Ms. Painter, I’m a little confused about the short story essay. Does it have to be double-spaced or single-spaced? Does it have to have multiple characters? Other than that, I think I understand everything we need to do. Thank you, John Doe DON’T Dear Ms. Painter, I’m a little confused about the short story essay. Does it have to be double-spaced or single-spaced? Does it have to have multiple characters? Other than that, I think I understand everything we need to do.

Before sending the , ALWAYS check for punctuation, spelling, and grammatical errors. DO I’m a little confused about the short story essay. Does it have to be double-spaced or single-spaced? Does it have to have multiple characters? Other than that, I think I understand everything we need to do. DON’T I NEED UR HELP!!!!!! i dont kno how to do the asinment u told us to do 2day. me back asap. URGENT!!!!

Tips  The subject line should summarize the message.  Good – Subject: Question about Report  Bad – Subject: Hey!  Don’t assume the recipient knows the background. Always provide any important details that are necessary to understand your message.  Good – I need some help with the vocabulary from Friday.  Bad – I need help with that assignment we did last week.  Keep the message concise. Get to the point and be specific about what actions are needed.

Tips  Use the BCC (Blind Carbon Copy) field when sending bulk .  This keeps the other recipients’ addresses private.  Don’t SHOUT at people!! Anything written in capital letters is considered shouting.  Avoid angry outbursts. Think before you hit “Send.” Once written and sent, an may not be able to be recalled.

Tips  Always use correct punctuation and grammar. Do not use too many exclamation points! < Like this one  Use a good layout to improve readability.  Use spaces and breaks between paragraphs to make it easier for your reader  Use appropriate sentence patterns to make your writing more understandable  If you wouldn’t say something like that in real life, think about how you would say it.

Tips  Keep the thread of s together; use the “Reply” button.  Use correct spelling. Spell-check is a wonderful invention. Use it, but don’t rely on it solely. Go back and check yourself!  A funny miscommunication spell-check will not catch: What you said was: I was really excited to get your massage yesterday. What you meant to say was: I was really excited to get your message yesterday.  Don’t “Reply All” unless necessary.

Tips  Avoid using acronyms, abbreviations, and emoticons in formal and/or professional correspondence.  No LOL or  Edit the superfluous (unnecessary) text out of s.  Just say no to chain letters!  Do not be overly familiar with the recipient.  In other words don’t write an like you would talk to your friend.

Tips  Keep download sizes to a minimum.  Avoid illegal activities.  Talk of them (i.e.: drugs, theft, vandalism)  Using to commit illegal acts (i.e: sharing music, software)  is not confidential, so be conscious of what you write!