Introduction to Email

ObjectivesContent• I can demonstrate

effective and appropriate etiquette when communicating electronically.

• I can send and receive emails and manage my email account.

Language• I can type in complete

sentences with appropriate grammar.

• I can type to collaborate with peers through email.

• I can describe basic functions and vocabulary of managing an email account.

Vocabulary• Subject the topic of an email.• Forward An email function allowing subscribers to

relay a previously received message in full to other recipients.

• Reply An option used to respond to a sender's e-mail.• Signature An electronic identifier inserted in e-mail

messages that can contain text, hyperlinks, pictures, or an Electronic Business Card.

• Inbox A folder that contains incoming messages• Folder An item or location that helps the user organize

files.• Junk Unwanted emails or spam.• Attachment A document attached to an e-mail message

and sent in its original file format.

Use Quizlet.com to practice vocabulary.

•Click learn, scatter, or space race to practice vocabulary

•http://quizlet.com/_h228z

Greet Politely.

• Launching straight into the message is bad, but “Hi!” is poor form and “Hey Prof!” is an unmitigated disaster. “Dear” and “Hi” are fine, so long as you follow both by a name or title: “Hi Professor” or “Hi Mr. ____”.

Capitalize and punctuate.

• Do not use all caps lock for anything. You should never write a sentence LIKE THIS.

• Do not use exclamation marks unless truly necessary.

• Elmore Leonard said “You are allowed no more than two or three per 100,000 words of prose.” That’s roughly one exclamation point for every 500 messages you send. Use them wisely, for their overuse is the first sign of an immature mind. (Related, from Terry Pratchett: “Five exclamation marks, the sure sign of an insane mind.”)

Don’t use Emoticons

•Keep them for your friends. And recall that, for centuries of the printed word, writers managed to convey sarcastic and funny without the semicolon and parenthesis.

Example of a Bad Business Email

Subject: Some points to discuss

Hey people, We were thinking of changing a few things around the office. These things have bothered most of us and the management thinks it is time we take notice of these aspects. I know that we are all real busy but we should speak about these points in our next meeting. Also, many have not yet submitted the reports and the deadline is coming up in the next couple of days. So, make sure we all concentrate. Thanks, Benny Markos.

Example of Good Email

Subject: Discussion related to management policy and reminder for deadline due.

Dear Staff,It has come to the notice of the management, there are certain policies that are not expectable by most of the employees. These policies are bothering most of the employees and this is affecting their general performance. Although, most of us have a busy schedule, we shall bring up the policy plans during our next weekly meeting.

It has also been found, the project is nearing its deadline and many have not yet completed their tasks at hand. Your problems and queries will be addressed in the next meeting as stated above. Thus, it will be better if we start concentrating on our project and give no opportunity to the client to complain. The management has full trust on its employees and we hope you will not disappoint us.

Thanks,

Benny MarkosHR ManagerJackson Consultants