Email Etiquette

1. Email Etiquette Advice for Emailing Your Teachers

2. Why is Email Etiquette Important? • Email is now a major aspect of student-teacher interaction • Both teachers and students need to know how to communicate clearly and effectively via email • It is important to know what is and isn’t 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.

3. Elements of Email Etiquette • Basics • Tone • Attachments • Complaints • Good topics for email • Bad topics for email

4. The Basics • When emailing a teacher, always include your full name, class period or section • Include a brief, yet informative subject line Example • Joe Smith, MWF 8:00-9:00 a.m. • Subject: ENG 101: Essay #2 Proposal

5. 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. • Keep the email brief • Check for spelling, punctuation, and grammar errors—consider emails a form of professional correspondence • Use an easy-to-read font • Include appropriate greetings & closings (i.e. Dear Dr. Jones, Best Wishes, etc.)

6. Tone • Write in a positive tone • When I complete the assignment versus If I complete the assignment • Avoid using negative words • Use smiles , winks ;-) and other symbols only when appropriate—(I personally use these symbols and don’t mind if you do, too. Other teachers, however, may dislike them.) • Use contractions to add a friendly tone • Consider that tone can be perceived differently in writing than in face-to-face situations

7. 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

8. Complaints • Briefly state the history of the problem • Explain attempts you made to resolve the issue • Show 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

9. Good Topics for Email • You should email me if: • You have an easy question that can be answered in a paragraph or less • A question regarding assignment clarification • You have an assignment that you have been invited to submit via email • To set up an office visit • To share something cool you have read or done!

10. Bad Topics for Email • You should not email me with: • Submission of electronic documents without prior permission unless there are extenuating circumstances • Questions that are answered on the course syllabus, schedule, handouts, or in-class • Permission for an assignment extension without reasonable cause (i.e. my alarm didn’t go off) • Last-minute questions on assignments. (i.e. midnight before an assignment is due)

11. Bad Topics for Email, Cont. • Questions regarding missed in-class work or assignments without having attempted to talk with a classmate first • Topics that require continuous conversation • Questions about grades (always see me in person or set up a phone/online meeting) • Questions about conference times • Excuses

12. Responding to Emails • I will always try to respond to emails within 24 hours of receipt • I 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!

13. Final Comments • I enjoy communicating with students via email. Don’t 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.

14. Now that you know the “ground-rules,” I look forward to communicating with you via email!

15. Works Cited • Adapted from Purdue Writing Lab http://owl.english.purdue.edu