Email Etiquette

Advice for Emailing Your TeachersEmail EtiquetteWhy is Email Etiquette Important? Email is now a major aspect of student-teacher interactionBoth teachers and students need to know how to communicate clearly and effectively via email It is important to know what is and isnt appropriate email communication Students often think they know how to email teachers. You would be surprised, however, by how often my colleagues and I are astonished by the content of student emails. Before emailing your other professors or me, be sure to follow the common-sense rules outlined in this power-point. Elements of Email Etiquette BasicsToneAttachmentsComplaintsGood topics for emailBad topics for email

The BasicsWhen emailing a teacher, always include your full name, class period or section

Include a brief, yet informative subject lineExampleJoe Smith, MWF 8:00-9:00 a.m.

Subject: ENG 101: Essay #2 Proposal

The BasicsThink 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.Keep the email brief Check for spelling, punctuation, and grammar errorsconsider emails a form of professional correspondence Use an easy-to-read fontAlways include appropriate greetings & closings (i.e. Dear Dr. Jones, Best Wishes, etc.)

Tone Write in a positive tone When I complete the assignment versus If I complete the assignmentAvoid using negative wordsUse smiles , winks ;-) and other symbols only when appropriate(I personally use these symbols and dont mind if you do, too. Other teachers, however, may dislike them.)Use contractions to add a friendly toneConsider that tone can be perceived differently in writing than in face-to-face situations Attachments When you are sending attachments, include in the filename your last name and the title of the work

Attached: Smith_Project3Proposal.doc

Only submit files using a Microsoft Word document Consider including the content of your document in the body of your email in case it cannot be opened

Only submit attachments if we have made prior arrangements or if you are experiencing extenuating circumstances ComplaintsBriefly state the history of the problemExplain attempts you made to resolve the issueShow why it is critical for your problem to be resolved via email Offer suggestions on ways you think it can be resolved or how you are willing to help

Good Topics for EmailYou should email me if:You have an easy question that can be answered in a paragraph or lessA question regarding assignment clarification You have an assignment that you have been invited to submit via email or due to extenuating circumstances To set up an office visit To share something cool you have done!Bad Topics for EmailYou should not email me with: Submission of electronic documents without prior permission unless there are extenuating circumstancesQuestions that are answered on the course syllabus, schedule, handouts, or in-class Permission for an assignment extension without reasonable cause (i.e. my alarm didnt go off) Last-minute questions on assignments. (i.e. midnight before an assignment is due)Bad Topics for Email, Cont.Questions regarding missed in-class work or assignments, unless there are extenuating circumstancesTopics that require continuous conversation Questions about grades (always see me in person) Questions about conference times Excuses

Responding to Emails I will always try to respond to emails within 24 hours of receiptI usually do not respond to emails late in the evening or on Saturdays If my response does not clarify things for you, by all means please follow-up! Final CommentsI enjoy communicating with students via email. Dont be afraid to send me an email, but do make sure that your email topics are appropriate. I enjoy interacting with students and want you to visit me before/after class and during my office hours. Avoid substituting an email for face-to-face time. If you send me a message that constitutes a bad email topic, I will likely not respond to you or refer to you the appropriate course materials. Now that you know the ground-rules, I look forward to communicating with you via email!

Works CitedAdapted from Purdue Writing Lab http://owl.english.purdue.edu