Professional Communications Mrs. Lopez-Wyatt. Why is email etiquette important? We interact more...

Professional Communications Mrs. Lopez-Wyatt

Why is email etiquette important?

• We interact more with written word and the number of users and usage rates continue to grow

• Email is still considered a formal correspondence

• Email has quickly became a communication standard in the professional world

The Basics• Think twice about whether or not the content of

your email is appropriate for virtual correspondence-once you hit send, anyone might be able to read it.

• Respond to emails within the same time span you would of a phone call

• Use professional font, not decorative

• Be conscious of responding to the sender and don't over use "Reply to All"

Parts Of An Email.....• To:

• Cc/Bcc:

• Subject

• Content

• Attachments

• Signature

To and Cc/Bcc:• To- indicates to whom the message is being

sent

• Make sure you have typed the email correctly- double check

Cc:• Cc- (Carbon Copy)

• Another way of sending someone else a copy of the email you sent to another person

• When using Cc, all recipients see who is receiving the message

• Cc originally meant carbon copy and has transitioned into "courtesy copy"

Bcc:• Bcc-

• Hides the persons email address from the other recipients

• Only the person sending the email & the person receiving the email--even if others were sent a blind carbon copy as well--will know they received the email.

Subject of Email:

• This contains the topic of the message--give your reader an idea of the email.

• When no subject is included, some email services deliver the message to the junk mail.

• Examples of subject lines: Communications Inquiry- Meredith

Smith 5th Block Class- James Ross

Question about absence on 5/12

Erin Brooks Resume & Cover Letter

Content/Body of Email: • Where your message is entered

• Before you type an email answer these 2 questions...

• 1. Why am I writing this?

• 2. What exactly do I want the result of the message to be?

Content/Body of Email cont: • Check your grammar

• Be efficient- emails that get to the point are much more effective

• Re-read the email before you send it

• Try to keep the email brief

Attachments: • When sending an attachment include in the

email the file name or what it contains

• Make sure the name of the attachment is well written and descriptive

Business Cover Letter Informative Speech-Ashley

Allen

Signatures: • A "sign-off" feature that's allows the sender to

create additional information for the receiver

• Signatures maybe saved or pasted to the end of an email.

• Signatures often list your name and title & other means of contact: emails, addresses and phone numbers

Rob Thortonrob.thorton@gmail.com

Helpful Hints!• ALL CAPS IS CONSIDERED SHOUTING

• So is over punctuating!!!!!!

• Not using capitalization or punctuation makes emails hard to read

• Don't use text messaging abbreviations they r confusing 2 ur readers

• Avoid emoticons

When emailing teachers• Create an appropriate greeting: Hello Name, Good

afternoon Name, Dear Name

• State the reason you are sending the email: I am emailing you…

• Always attach documents. Never copy and paste them into the email. In Microsoft Outlook you need to click the icon that looks like a paperclip in order to attach a document. State that you have included an attachment and request a confirmation receipt: I have attached a copy of my Name Assignment. Please confirm that you have received and can open this attachment.

When emailing teachers• Ask any questions you might have about

future assignments. Be sure to provide specific details about the assignment. Ask a clear and concise question so your teacher will understand your needs.

• Thank the recipient of the email and bid farewell: Thank you very much, Thank you and have a wonderful day