Email Etiquette for Students - University Academic Success ...

1 Email Etiquette for Students WHAT IS Email Etiquette ? Think of it as the It refers to the principles of Code of Conduct' for behavior that individuals Email communications. should use when writing and answering emails. WHY IS Email Etiquette IMPORTANT? Emails are a form of communication. have in person discussions with The written word can be easily Just as you follow face to faculty about questions and/or misinterpreted resulting in the face communication norms in concerns. recipient holding a negative opinion conversation, you should do the You want your message to be or simply ignoring your Email same in written communication. understood in a positive manner as altogether. Larger class sizes, busy schedules, well as taken seriously.

2 & online classes make it difficult to UNDERSTANDING PARTS OF AN Email : TO: type in the Email address SUBJECT: Input a clear subject of the individual the message is line. Keep is short & simple, intended for. but not vague. Include your name, class, & what the Email CC (Carbon Copy): Use this to is specifically regarding in the add individuals who need a copy subject. of the Email . The original receiver of the Email will see this person BODY OF THE Email Include a added. greeting like you would a letter, try to keep emails brief (one screen BCC (Blind Carbon Copy): Use this when you want another Body of the Email length), use complete sentences, double check spelling/grammar/. individual to get a copy of the punctuation, use professional Email and only they know they font (not decorative), & give a get a copy.

3 The Blind means the proper salutation that matches original receiver does not know the message of the Email (Thank anyone else is getting a copy. you or Sincerely). TONE: Don't Email your professor asking Do not write in all CAPITALS. This and/or complaining about grades. makes it seem that you are shouting If you have inquiries, schedule an at the receiver. appointment to meet in person to Treat faculty (and other Students ) with review areas of improvement. respect. Refrain from bad mouthing Think about the impression your or calling unnecessary attention to tone will make in the Email . If you situations. Golden rule- treat those are emotionally charged, it is best how you want to be treated.

4 To wait 24 hours before emailing or responding to emails. FORMAT: Be mindful of formatting. Special marks when making points. characters, images, fonts, etc. may Watch out for run on sentences appear differently on the intended and long emails. Emails are meant receivers end. to be concise and to the point not Use proper structure and layout. dissertations. Reading from a screen can be Leave out the abbreviations and difficult, ensuring your Email has emoticons. The receiver may not a structure and concise layout is understand or be aware of the important. Make sure you have meanings behind these two things. short paragraphs with spaces in When in doubt, it is best to leave it out. between and use numbers or tick CONTENT: Always read and reread your emails Double check your attachments.

5 Before sending. Double check Always reference your attachment spelling, grammar, proper titles, etc. in the body of the Email . Do not Consider your content and what attach files that are very large and following up is needed. If you have consider sending it as a PDF. multiple questions or your Email is running long, consider revising your Email or meeting with the receiver face to face. OTHER TIPS: Allow the proper amount of Refrain from adding your response time. This applies to professor's Dept. Chair, Program both the sender & receiver. The Director, or Dean to an Email . If rule of thumb is 24 hours. If no an issue or concern needs to be response occurs after that, you addressed with all parties, it is can follow up.

6 Easier to do this in person. BAD Email EXAMPLE: assignment i can't find the assignment u gave in class. can you send me a new copy? that! GOOD Email EXAMPLE: Jane Lee: Assignment #5 MAT117 MW 9am-10am Dear Professor Doe, My name is Jane Lee and I am in your MW MAT117 9am-10am class. I am emailing in regards to assignment #5. I have a couple of questions about some of the topics. may I come by during your office hours at 10am tomorrow to discuss these questions? If another time would be better for you, please let me know and I will reschedule. Thank you in advance for your help. Sincerely, Jane Lee Adapted from: files/2014/06 480-965-9072.