professional email etiquette. why learn email etiquette? from: sent: wednesday, december 11, 2014...
TRANSCRIPT
Professional Email Etiquette Professional Email Etiquette
Why Learn Email Etiquette? Why Learn Email Etiquette?
From:Sent: Wednesday, December 11, 2014 11:29 AMTo: <[email protected]>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 email sent by a student to the Superintendent’s office.
Use a Professional Email Use a Professional Email Address Address
Will these send the right message?:
• [email protected]• [email protected] • [email protected] • [email protected]
When to Use Professional When to Use Professional Email Etiquette Email Etiquette
Communications with:
• Teachers or professors • Colleges• Businesses or organizations • Employers• Anyone you wish to be taken seriously by
Traditional Business LetterTraditional Business Letter
• Includes a greeting and a closing (Dear & Sincerely)
• Correct business letter formatting
• Professional tone• Proper grammar• Spell checked
Business Email Business Email
• Includes a greeting and a closing (Dear & Sincerely)
• Correct formatting• Professional tone• Proper grammar• Spell checked
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
James Jackson
Outstanding Service
Challenges of Email Challenges of Email Communication Communication
• Email contains merely words which makes up only 7% of face-to-face communication
• Email does not contain body language, tone, or feeling (93% of face of face-to-face communication)
Challenges of Email Challenges of Email Communication - ExampleCommunication - Example
From:Sent: Wednesday, October 5, 2014 12:19 AMTo:Subject: Presentation
_______________________________________________________________
Nice presentation!
• 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, 2014 12:19 AMTo:Subject: Presentation
_______________________________________________________________
Thanks for coming in today. The audience was completely engaged in your presentation.
Use Proper Grammar and Use Proper Grammar and PunctuationPunctuation
• 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
To, Cc, and Bcc 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 email to
Formatting 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
Content of Emails Content of Emails
• Add the subject of your email to the subject line which reflects the content of your email. (Having no subject can get your email flagged as spam.)
• Do not type everything in lowercase letters (emails are not text messages)
• Do not use symbols, emojis, or text lingo in professional emails
Examples: ☺ ;) lol jk
Email Signatures & TaglinesEmail Signatures & Taglines
Signature Components Tagline Components
Name: Company Motto:
Title:
Street Address: Inspirational Quote:
City, State, Zip Code:
E-mail Address:
Phone Number:
Common Courtesy 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 email in a timely manner (much
like a phone call)• Keep email short, sweet, and to the point (no
more than one screen of text)
Proofread 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 of
the inconvenience.” to “Sorry for the incontinence.”
Before Pressing …Before Pressing …
• Ask yourself, “Am I angry?” If so, wait to send your email. Reread your message later. Then decide.
• Double check the spelling, grammar, and punctuation, and tone
• Ask yourself, “Would I mind if others saw this email?” If you would mind, you might want change the content or speak to the person instead
Legal Considerations Legal Considerations
• When you put something in writing, it is forever (even if you delete it)
• Agreements or commitments made via email may be considered a contract and you may be legally obligated to make good on the content of your email
• Do not forward email that is intended for your eyes only
Email Golden RuleEmail Golden Rule
““Type unto others as you Type unto others as you would have them type unto you.”would have them type unto you.”
On Your OwnOn Your Own