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

Introduction to email In our society, email has become one of the primary means of communication;. However, most people do not know how to write and send email 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.

Why does this matter to you? Email is the preferred form of communication for business. Despite the massive amount of emails 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 email So what should you do? Tips for writing an effective email

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

DO Subject: Help for Short Story Essay 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:……………… Or 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 Mrs. Alamia, 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 Mrs. Alamia, 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 (Generally, the default font is a safe bet)

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

When writing the body of your email, 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 OMG!!! I NEED UR HELP!!!!!! i dont kno how to do the asinment u told us to do 2day. email me back asap. URGENT!!!!

Be sure to bring your email to an appropriate close (salutation). DO Dear Mrs. Alamia, 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 Mrs. Alamia, 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.

Spell check doesn’t catch everything! Before sending the email, 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. email me back asap. URGENT!!!! Spell check doesn’t catch everything!

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 email. This keeps the other recipients’ email 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 email 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. Be organized. 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 emails 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! Spell-check errors prompt miscommunication: 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. What you said was: I am defiantly interested in your job offer. What you meant to say was: I am definitely interested in your job offer. Don’t “Reply All” unless necessary.

Tips Avoid using acronyms, abbreviations, and emoticons in formal and/or professional correspondence. No OMG, SMH, LOL or  Edit the superfluous (unnecessary) text out of emails. Just say no to chain letters! In a professional email, do not be overly familiar with the recipient. In other words don’t write an email like you would talk to your friend. E.g. don’t call your teacher by his/her first name

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