Email Etiquette for Students

presentation adapted for Mrs. Hofler’s students

Why is Email Etiquette Important?

• We interact more and more with the written word all the time

• Without immediate feedback from the reader, it’s easy to be misunderstood

• We are accustomed to using social media with our friends but need to know how our style varies according to our audience

Your Email Address

• An email address that is similar to your name is always a good idea especially in professional settings (school/job).

• Make sure your settings have your given first and last name (or at least initial). It’s odd for your teacher to open an email from “Mylie Cyrus” or “Justin Bieber”!

• We shouldn’t have a problem with this at school since you have to use your Google Docs email.

The Basics

• When emailing a teacher, ALWAYS include your full name when you end the email.

• Include what the email is specifically regarding in the subject line.

ExampleJanie Daniels

Subject: Book Club Project

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

• Try to keep the email brief • Respond to emails within the same time span you would a phone call

• Address the reader (Dear Mrs. Hofler,) and sign your name at the end…just like a letter

Audience

• Check for spelling, punctuation and grammar errors before clicking Send. Write in complete sentences, and remember that English teachers notice poor grammar, as do most educated people. There is a difference between being informal and being sloppy and careless.

• Use a professional, black font, not a colored, decorative font

• Use exclamation points !, smiles , winks ;-) and other graphical symbols only when appropriate (typically only in informal emails)

Tone

• Write in a positive tone – When I complete the assignment versus If I complete the assignment

• Remember that tone doesn’t come across the same way in email as in does spoken aloud. Be careful with sarcasm.

• Use contractions to add a friendly tone.

• Do not use all caps. It comes across as shouting on email.

Problems with School or Work

• You should briefly state the history of the problem to provide context for the problem.

• Explain the attempts you made previously to resolve the problem.

• Offer suggestions on ways you think it can be resolved or how you are willing to help in the matter.

Good Topics for Email

• You should email your teacher if:– You have an easy question that can be answered in a paragraph or less

– You have an assignment that you are allowed to submit via email

– You would like to set up an appointment to get extra help

• If you email your teacher with a question, please check your email for a response.

Bad Topics for Email

• There are some rules that it’s best to follow, such as:– Don’t try to turn in an assignment through email if your teacher has specified against it. Your printer may be broken, but plan to print in the library before school rather than count on the teacher to do so.

– If you have to get an extension for an assignment, do it in person and well in advance of the due date.

– Don’t bring up any topic that will require continuous conversation.

– If things become heated, there is a large risk for misunderstanding, so it’s best to talk face-to-face.

Practice What I Preached

• Send Mrs. Hofler an email of 5+ sentences applying the principles in this presentation. This will let Mrs. Hofler assess your email skills and writing skills and get to know you as a person better.

• It’s up to you what you write about, but here are some ideas: – your experience in high school so far– your high school or life goals– Interesting info about you

For more info: Online Writing Labhttp://owl.english.purdue.edu

The End