Email Etiquette for Students presentation adapted for Mrs. Hofler’s students

Email Etiquette for Studentspresentation 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 must use your Google Docs email. Your teachers cannot respond to your emails from a personal account.

Your Photo • If you are going to have a photo associated with your professional email address, make sure it is an actual photo of you. • Go check your Google account now. If you have a cartoon character or famous person or some other symbol, replace it with your photo or no photo at all.

Address the reader When emailing a teacher, ALWAYS include your full name when you sign off at the end. Include what the email is specifically regarding in the subject line. Break writing up into short paragraphs of 1-3 sentences. The Basics Example • Dear Mrs. Hofler, • Janie Daniels • Subject: absence today(Short paragraphs are easier to read quickly. Don’t indent paragraphs. Put a space between each one instead.)

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. In fact, even an email you send to a friend using your school account can be pulled up by the technology department if needed. • Try to keep the email brief, and typically the response you’re looking for should be brief. Otherwise, you should probably use the email to schedule a conference to discuss.

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. Many employers will not even look at a candidate who does not use correct grammar. • 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 • 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 that isn’t intimidating or confrontational. Email is not as formal as an essay. • 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. • Be careful: Often problems should be discussed face-to-face.

Good Topics for Email • Examples of when you might email a teacher: • You have an easy question that can be answered in a couple sentences 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 or make up work • If you email your teacher with a question, please check your email for a response. It is rude to ask in class the next day “Did you get my email?” if you didn’t even bother to check for a reply.

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 not said it’s ok. Your printer may be broken, but plan to print in the library (8:00-8:20) rather than count on the teacher to do so. If it’s supposed to be turned into Classroom, do not email it to the teacher. • 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. You should discuss that in person. • If there is potential for something to 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. • Ideas for your email: • Something you learned in the presentation • Something you still don’t understand • Bad habits you’ve noticed from others in emails you’ve received • How email has helped/hurt you in the past

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

Email Etiquette for Students presentation adapted for Mrs. Hofler’s students