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Erin Orstrom Rachel Miller International English Institute BASIC E-MAIL ETIQUETTE
20

Email Etiquette PPT

Apr 13, 2017

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Page 1: Email Etiquette PPT

Erin Orstrom

Rachel Miller

International English Institute

BASIC E-MAIL ETIQUETTE

Page 2: Email Etiquette PPT

What Does Etiquette Mean? • Etiquette - (noun) conventional

requirements as to social behavior; proprieties of conduct as established in any class or community or for any occasion.

(http://dictionary.reference.com/)

• Basically, rules or expectations for appropriate behavior in certain situations

• Many examples:

• Business etiquette

• Dining etiquette

• Classroom Etiquette

• Work/Office etiquette

• “Netiquette” – Internet Etiquette

Page 3: Email Etiquette PPT

Why is Etiquette Important? • Clarity!

• Politeness – words express tone (what does tone mean?)

• a particular quality, way of sounding, modulation, or intonation of the voice as expressive of some meaning, feeling, spirit, etc.

(http://dictionary.reference.com/)

• Helps people better understand what you are asking for and evaluate your needs

• Helps the person receiving your e-mail know who you are so they can correctly & quickly answer your questions or request

• Student ID numbers

• Any other pertinent information

Page 4: Email Etiquette PPT

Example E-mail Layout 1. The e-mail address of

the person(s) you are sending your e-mail

2. A subject - what the e-mail is about (Grades, questions, help, etc.)

3. A greeting/salutation

4. A short introduction

5. Your request or reason for your e-mail

6. Politely, thank the person for their time.

7. Closing or Sign-off

8. Your FULL name - first AND last name (otherwise, the person will have no idea who you are and may ignore your e-mail)

Page 5: Email Etiquette PPT

E-mail Example #1

Page 6: Email Etiquette PPT

E-mail Example #2

Page 7: Email Etiquette PPT

E-mail Example #3

Page 8: Email Etiquette PPT

E-mail Example #4

Page 9: Email Etiquette PPT

E-mail Example #5

Page 11: Email Etiquette PPT

Examples of Greetings

• Dear Sir or Madam,

• To whom this may concern:

(if you do not know the name of

who you are e-mailing)

• Dear Mr./Ms. ______,

(do NOT use Mrs. or Miss when

emailing a woman you do not

know)

• Hi/Hey,

• Dear _____,

• The person’s first name: Erin,

Rachel,

Allison,

Formal Informal

Good Morning/Afternoon,

Greetings,

Hello,

Semi-Formal

Page 12: Email Etiquette PPT

Examples of Closings

• Warmly,

• Sincerely,

• Sincerely Yours,

• Yours Truly,

• Best,

• Take Care,

• Talk to You Later,

• Thanks,

Formal Informal

Semi-Formal

Thank You,

Regards,

Best Regards,

Page 13: Email Etiquette PPT

General Guidelines for Replies

• Please allow between 24 - 48 business hours (1-2 days) for a reply

oMost businesses’ normal hours are around 8 AM – 5 PM.

oMany people do not reply to e-mails after business hours, but this varies by person and by business.

• Allow enough time for a response after you send an e-mail request.

oPlease do not call to see if the person either received your e-mail or has replied yet - it is an inefficient use of your time as well as the other person’s time.

•Plan ahead!

Page 14: Email Etiquette PPT

To, CC, and BCC

• To: default category for recipients

o Everyone that the email is sent to can see the other recipients

• CC: “Carbon Copy”

o You send the e-mail “To” someone because the message is intended for them, but you can CC someone else not because you need a reply from them, but so that they have the information and “stay in the loop.”

• BCC: “Blind Carbon Copy”

o You can send to multiple recipients (people) but they cannot see who else the e-mail was sent to.

Page 15: Email Etiquette PPT

Extra Tips • Try to type your e-mail in English first.

• Use a dictionary and/or a thesaurus instead of a translator (ex. Google translate), as they do not always provide accurate translations.

• Use a translator as a last resort.

• Save the contact information of people you email often or that are important into your email or phone Contacts

• Examples: teachers, office staff, university admissions representatives

• sometimes they are saved in your ‘Other’ contacts for you automatically

Page 16: Email Etiquette PPT

Extra Tips

• Simple & readable font

• 12-14 point font size

• Black text color

• Correct capitalization and punctuation

• Do not write in all CAPITAL LETTERS

• No emojis, emoticons :-), or out of place symbols (~, *, ^,<3)

• Simple is best. Your e-mail still needs to be clear and polite.

Page 17: Email Etiquette PPT

Extra Resources • Boomerang

Useful for:

• Scheduling e-mails to send at a later date and/or time

• Sending an e-mail back to the top of your inbox to follow up if someone hasn’t replied

• Sidekick

Useful for:

• Tracking e-mails to see if they have been opened (only works with one recipient)

• Tracking if links within the e-mal have been clicked

Page 18: Email Etiquette PPT

Boomerang for Gmail Dashboard

Page 19: Email Etiquette PPT

Sidekick Activity Stream Example

Page 20: Email Etiquette PPT

Activity: Compose an E-mail