Email Etiquette

Email EtiquetteTips and Tricks for Formal Email Writing

Goals

• Identify and explain the components of a formal email

• Apply this knowledge in order to write your own formal emails to teachers

The Email Address• Use school email or other

professional email account• Avoid email addresses that do not

include at least part of your name• DO:

– [email protected]– [email protected]

• DON’T:– [email protected]– [email protected]

Think about what you’re doing!• Choose an appropriate greeting for

the topic

• Inform or ask politely and professionally

• Proofread what you’ve written BEFORE sending

• Sign with your full name and class period

The Subject Line• Never leave the subject line blank!• Use a key word or phrase• Subject should be to the point• Often helpful to include your name

and class period in the subject line• Examples:

– Jacob Eaton, 1st Period Technology Journal– Denise Brown, 6th Period Cellphone

Narrative

The Greeting• Greeting should be professional,

polite, and formal• Always give a greeting!

• DO:– Dear Ms. Sawyer,– Hello Ms. Sawyer,

DON’T:– Hey teacher– Yo Ms. S.

The Actual Email• Like most other things you write, an

email has an introduction, body, and conclusion (gasp!)

• Introduction:– Introduce yourself and/or the topic

• Body:– State why you are writing and ask

questions where necessary• Conclusion:

– Close the topic by saying thanks and acknowledging recipient’s time

The Closing• Signal the close:

– Thank you,– Sincerely,– Best,

• Sign with your full name and class period

Tips• Use normal font, nothing crazy or

colorful• Do not write in all CAPS or in bold• Avoid fancy details, like underlines

and italics, or worse, underlines and italics!

• Avoid abbreviations (LOL, OMG) and emoticons ( )

• Capitalize and punctuate appropriately. You are not texting!

Tricks• In your intro, give some context for

the question (tell why you are writing)

• Be specific and detailed about the issue/question

• Ask an actual question rather than being vague

• Use a formal tone • Do not send unexpected attachments

and mention in the body that you have included an attachment

Examples (Bad)• Hey here’s my assignment.

• Can you print my stuff for me tomorrow? Thanks.

• I don’t get what I’m supposed to do with my cellphone narrative. LOL

Example (Good)Hello Ms. S.,

I’m working on my technology journal, but I’m not sure of what to do with the artifacts portion of the assignment.

I would appreciate your help with this. Do you have time to meet with me after class on Monday to look over what I have and let me know if I am doing it correctly?

Thank you in advance for your time.

Sincerely, Your NameClass Period

Example (Good)Hello Ms. Sawyer,

As we discussed at the end of class today, I will not be able to print a copy of my Cellphone Narrative for Friday. I have attached the document containing my Cellphone Narrative.

Thank you for offering to print my assignment for me.

Best,

Your NameClass Period

Exit Ticket• Send me a formal email using the

proper format discussed today.• In your email, tell me what you

learned today about sending formal, professional emails to teachers. – Include a proper subject in the subject

line– Use a formal greeting and closing– Include an introduction, body, and

conclusion