Letters and Email Etiquette

Letters and Email Etiquette

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How do you use email in your life today?

Why is it important that you learn how to write an effective, formal email?

Think of four rules you would write for all people to follow when writing an email. List them on a sheet of paper.

Discussion Questions and Activities:

Using data from these statistics, list three interpretations as to why email is useful.

Pew Research

J Your AddressDate

Recipient Address

Greeting

IntroBody Paragraph 1Body Paragraph 2 Body Paragraph 3Conclusion

Signature

Keep messages brief and to the point.

Use correct sentence punctuation, spelling, and capitalization.

Use the blind carbon copy and carbon copy appropriately.

Don’t use email as an excuse to not communicate personally.

Remember that email isn’t always private.

Email Tips

Use the subject field to indicate content and purpose.

Don’t send chain letters or junk mail.

Remember that your tone can’t be heard in email.

Use a signature that includes contact information.

Summarize long discussions.

CC (Carbon Copy) : Anyone listed in the Cc: field of a message will receive a copy of that message when you send it. All other recipients of that message will be able to see the person you designated

BCC (Blind Carbon Copy): This is similar to the Cc: feature, except that Bcc: recipients are invisible to all of the other recipients of the message (including other Bcc: recipients)

Can you think of an example when you would use each of these parts of an email?

Vocabulary: Write definition on your template

Just like a written letter, be sure to open your email with a greeting like Dear Dr. Jones, or Ms. Smith:

Use standard spelling, punctuation, and capitalization. THERE'S NOTHING WORSE THAN AN EMAIL SCREAMING A MESSAGE IN ALL CAPS.

Write clear and be direct and to the point; professionals and academics alike see their email accounts as business.

Be friendly and cordial, but don't try to joke around (jokes and witty remarks may be inappropriate and, more commonly, may not come off appropriately in email)

RECAP Email Guidelines:

Strong Subjects: Introduce the topic but act as a title.

Invisible Children OrganizationSave the Children FoundationInvitation to the Assembly, Nov 2009Application for Manager PositionParty Invitation for John, Sally and MartinUpdates on Assignment ExpectationsGreat Craft Ideas Using Recyclable Materials

You come up with 3 strong subjects on your own! They can be about anything!

Strong Subject Lines

Weak Subjects:

[blank]Hi, Hello, How are you?First line of the email messageWords to avoid: Help, Percent Off, Free

Weak Subject Lines

As previously discussed, the 5-paragraph format is what we’re focusing on for each major writing assignment this year.

However, not every email will require this amount. The important thing to remember is to follow guidelines for each situation.

For the letter assignment in this class, you will stick to 5-paragraphs but many emails will not require that.

The following slide is an example of a casual business email between co-workers.

IMPORTANT

Re-write the following email in an appropriate, grammatically correct, non-slang way.

1. True or False: It is alright to leave the subject line blank especially if you have nothing else to talk about.

Review Discussion Questions!

FALSE•Your subject line is like your title.

•Be sure to include a meaningful subject line; this helps clarify what your message is about and may also help the recipient prioritize reading your email

2. Why do you NOT want to type in all capital letters?

3. How long should your paragraphs be?

A Few More…

Creating an Email Outline

You will choose a humanitarian group to support.

After researching them, you will write a letter to either a friend or family member urging them to get involved. You will cover:What the organization is and what they hope to

achieveHow they raise funding and supportWhy the help of your friend/family member is

importantShare your personal feelings about the

organization as well.

Begin Individual Letters/Emails

http://www.asha.org/members/international/IntNonProfRes.htm

www.globalcorps.com/jobs/ngolist.doc

Wikipedia Search: Humanitarian Organizations

http://www.youtube.com/watch?v=Y4MnpzG5Sqc

Original IC Documentaryhttp://video.google.com/videoplay?

docid=3166797753930210643#

KONY2012