email etiquette do’s & don’ts to send or not to send…
TRANSCRIPT
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Email Etiquette
Do’s & don’ts
To send or not to
send…
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To email or not to email?Are you…informing?
Are you requesting action?
Who should receive the message?– Use specific and correct distribution lists– Maintain updated address books
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Pick up the phone!
Better yet-have a face to face conversation!
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Do’s
• Use business email for business• Think before you write: “engage your brain
before your fingers”• Re-read messages before you send them for
clarity and “correctness” – “Once it’s gone, it’s gone.”
• Compress large files before sending as an attachment
• Know your audience
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Do’s
• Put attachments on before you start writing your message = decrease in multiple emails.
• Note in the first sentence that there is/are attachments.
• Use specific subject lines-avoid vagueness!
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Don’tsEmoticons : (
Be careful with texting-type of lingo/abbreviations: – “ Meet @ mkt 4 drinks?”. “Can u b here 4 mtg?”– LOL, BTW,
ALL CAPITALS = SHOUTING!all lowercase = laziness (as i perceive it)Be gentle with “reply to all”
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Don’ts
• Office gossip• Forwarding biased or off-color jokes• Omitting a closing signature• General, non-specific responses or one-liners:– “I’ll be there!”– “You’re right.”
• Disseminating confidential information• Use “blind copy” sparingly
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What’s wrong with this email and how would you change it?
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Danger, Will Robinson, Danger!!
Flame e-mail: emails meant to “attack” or vent.
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True or False?
Emails are legal documents and can be used in a court-of-law?
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Works Referenced
• The Business Writer’s Companion, 4th ed. (2005) by Alred, Brusaw, and Oliu.
• Business Communication with Writing Improvement Exercises, 6th ed (2000-2001) by Hemphill, McCormick, and Hemphill.