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Emails for Professionals

Emails for Professionals. David Cohen Wood 120 2009. Why is this important?. Email is often first contact with: teachers, future employees, sources of information, etc. Emails are not: text messages, contacts with friends, Facebook , etc. Must switch from social to professional emails

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Emails for Professionals

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  1. Emails for Professionals David Cohen Wood 120 2009 Emails for Professionals David Cohen 2009

  2. Why is this important? • Email is often first contact with: • teachers, future employees, sources of information, etc. • Emails are not: • text messages, contacts with friends, Facebook, etc. • Must switch from social to professional emails • Will cover • addresses (names) • spelling, grammar & short hand • organization & content • tone, type, tense and timing • RESPECT Emails for Professionals David Cohen 2009

  3. What makes it professional? • Name • the first thing seen is your email name – is it professional? • bbqicecream@hotmail.com, grateluver@.., etc. • set up separate professional email with • firstname.lastname@email.xx and keep personal email separate • Spelling and grammar • check ALL spelling and grammar • do not count on spelling checker (e.g. there, their, they’re) PROOF READ ALL PROFESSIONAL EMAILS Emails for Professionals David Cohen 2009

  4. What makes it professional? • Short hand and smiley faces • these are NOT text messages, use proper words, • Grammar • why would someone hire anybody who cannot write? • NOW is the time to make sure you write properly • Content - what is the one point of the email • main point should be in subject line • keep email brief and to the point (the main point) • better to send 2 emails than 1 long one with too much content Emails for Professionals David Cohen 2009

  5. What makes it professional? • Organization • many people get 100’s of emails a day • get right to the point, • keep it short (visit later) • use attachments for data, reports or lengthy explanations • Tone - mind your manners • be friendly but firm, respectful but not fawning • never forget the power of please & thank you • only be as familiar as the professional relationship dictates (egos are easily bruised) Emails for Professionals David Cohen 2009

  6. What makes it professional? • Type, tense and timing • use a professional font, size, background (avoid drama) • have your time tenses consistent • send when you know the audience may read it (avoid being in long list) • take your time sending (care & consideration) but be prompt in sending • Always be respectful • if upset, write the email but do not send for 24 hours after thought and editing Emails for Professionals David Cohen 2009

  7. Professional emails • Many professionals receive hundreds of emails daily • sender & subject determine whether they open the email • They select what to read quickly & rarely read the entire contents of an email • preview screen only • Many use emails organization as prioritized to-do list Emails for Professionals David Cohen 2009

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