1. Professional Email Etiquette

2. Why Learn Email Etiquette?
From:
Sent: Wednesday, December 11, :29 AM
To:
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 sent by
a student to the Superintendent’s office.

3. Use a Professional Email Address
Will these send the right message?:

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

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

6. 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

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

8. 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, :19 AM
To:
Subject: Presentation
_______________________________________________________________
Nice presentation!
SAMPLE #1
From:
Sent: Wednesday, October 5, :19 AM
To:
Subject: Presentation
_______________________________________________________________
Thanks for coming in today. The audience was completely engaged in your presentation.
SAMPLE #2

9. 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

10. 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 to

11. 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

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

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

14. 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 in a timely manner (much like a phone call)
Keep short, sweet, and to the point (no more than one screen of text)

15. 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.”

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

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

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

19. On Your Own