Email EtiquetteFor Students

Why is Email Etiquette Important?▪ We interact more and more with the written word all the

time▪ With our busy schedules, and online classes, it becomes

harder to discuss questions or issues with instructors▪ You want your message to be implied in a positive manner▪ You want to be taken seriously and not be ignored▪ Your instructor may be asked about your performance by a

prospective employer or scholarship committee

Elements of Email Etiquette▪ Parts▪ Basics▪ Tone▪ Attachments▪ Complaints▪ Topics

The Parts of an Email▪ TO: use an Email address for the person receiving the Email▪ CC: “Carbon Copy” – use this when you want someone else

to get a copy of the Email (it is not to them, but you want them to see it); the receiver sees that this person got a copy – no secrets▪ BCC: “Blind Carbon Copy” – use this when you want

someone to get a copy of the Email and only they know they got a copy (“blind” means the receiver does not know anyone else received a copy of the Email – secret)▪ SUBJECT: Keep it short and simple (KISS), but not too vague

The Basics▪ When Emailing your instructor, ALWAYS include your name,

course, and section number▪ Your subject should be meaningful▪ Bad Example: Question▪ Good Example: Question about Introduction Assignment (YourName)

▪ Include a greeting just like you would in a letter (you can leave out the word “Dear”)

▪ Read your Email aloud and think twice before sending – remember, once you hit Send, anyone might be able to read it

The Basics▪ Try to keep Emails brief (one screen length)▪ Do not expect an immediate reply. Expect appropriate wait

time (24 hours for most instructors, M-F only)▪ Use complete sentences, with correct spelling, grammar,

and punctuation

Tone▪ Write in a positive tone▪ When I complete the assignment versus If I complete the assignment

▪ DO NOT TYPE IN ALL CAPS ▪ This makes it sound like you are shouting

▪ do not type in all lowercase letters use correct grammar it implies you are lazy or uneducated

▪ Do not bold an entire Email▪ Only bold words you want emphasized

▪ You may use smiles , winks ;-) and other graphical symbols when appropriate▪ Sometimes this helps to make a sentence seem more friendly

ComplaintsIf you are Emailing your instructor with a complaint:▪ 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▪ Bad Example: “I don’t understand what I’m supposed to do.”▪ Good Example: “I have read the instructions for the Introduction

assignment, but I don’t’ seem to understand how to post to the discussion board. I have looked for resources to help me, but I still don’t know how to post. Can you please help me?

Good Topics for EmailYou should Email your instructor if:▪ You have an easy question that can be answered in a

paragraph or less▪ You have an assignment that you are allowed to submit

via Email▪ You do NOT need an immediate response

Bad Topics for EmailThere 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

specified against it (Blackboard submission, SAM activities, for example)

▪ Do not send an Email for an extension and expect to get one simply because you Emailed your instructor

▪ Don’t bring up any topic that will require continuous conversation or have a high risk for misunderstanding – sometimes it’s better to talk face-to-face

Important Reminders▪ Reply to emails very promptly. If you cannot respond within one business day, let

the reader know that you did receive the email. Give the reader an estimate time frame of when they can expect your response.

▪ Realize that an email may be the only representation of “You” that someone may ever see. It is paperless communication. How do you see yourself after re-reading an email that you just sent out?

▪ Don’t immediately reply back to an email if it has angered you. Take a break (possibly walk away from the computer for a moment) and respond back after your emotions have calmed.

▪ If included in a group Email, use “Reply All” sparingly. This clutters up inboxes when used carelessly.

▪ When sending large attachments, zip them. Contact the recipient in advance and ask for permission to send a large attachment. Then make sure they have the capability to unzip them.

… No they didn’t!! (What NOT to do)• DO NOT USE ABBREVIATIONS OR TYPE IN ALL CAPS• WAZZUP? GIRL TELL ME WHAT WE HAVE TO DO FOR FRIDAY BCUZ I TAKE 3 CLAESES AND

WRK 15 HRS/WK AND I DONT HAVE TIME 2 GIT TO A COMUPTER TO LOOK N E THING UP I RLLY LIKE YOUR CLS BCUZ YOUR FUNNY WELL LET ME KNOW CUZ IM A RLLY GD STDT AND NEED A A IN YOURE CLS.

• Don’t allow others to Email for you▪ You don’t actually know me, but my boyfriend, StudentX, is in your CourseY. I would

just like to apologize for the fact that he was not in class on Monday. He did something really schetchy this weekend and I sort of punched him in the face. He was too embarassed to come to class with the black eye, and it was my fault–although if he hadn’t done it neither would I–and I’m sure he’ll be in class on Friday.

▪ Really sincerely,Girlfriend

… No they didn’t!! (What NOT to do)• Do NOT be demanding

▪ i left my paper in the back of the room. i was hoping you could pick it up and give me comments on it and also maybe make a study schedule for me so i know how to improve. i know ur busy so thanks

▪ Do not email your instructor late at night and again the next morning – stating they never responded to your email.

▪ Get to the point…▪ We talked a couple weeks back at the PBL MEETING. (I was the one looking

for INTERN positions and had a zit on my lip that could have passed for a cold sore. Lol. Whew. It was not. You're probably like, "uh.. What?" Maybe that helps you recall, maybe not. Not completely important, I suppose.

… No they didn’t!! (What NOT to do)

•All Time Favorites – Never send these to your instructors…• “I had to miss class yesterday. Did I miss any thing

important?” •Do not email your instructor late at night and again the

next morning – stating that we never responded to your email. (Your last-minute crisis is not our emergency, and you are told it may be 24-72 hours for an Email response)

Resources▪ Purdue Online Writing Lab▪ Email Etiquette 101