Email Etiquette

Email Etiquette

How to Write an Email

By Ms. Colvin

Write down ANYTHING that I tell you to write

By the end of this lesson, you will be able to

• ​Write an email with all necessary parts

• Clearly state purpose for email

• Understand when emails are necessary

• Keep emails appropriate​

​

The Goal of this Lesson:

Etiquette is a code of polite behavior. Email etiquette would be the implied rules for sending proper emails.​

​

What is "Email Etiquette"?

Write down the information that is underlined.

​

​Understanding email etiquette impacts how you are perceived by teachers, fellow students, and even employers.

Open Ended

What would be a good example of an action that would show bad etiquette?

Basic Parts of an Email

​SUBJECT

the email's "title"

TO

for the recipient's email address

FROM

for sender's email address​

CC

"carbon copy"; for recipients whom you want to give a copy of the email​

​BCC

"blind carbon copy"; recipients who want a copy but want it privately (other recipients won't see them

MESSAGE

for the body of the email​

​You need to understand the important parts of an email before you can send one. Write down each part of an email and their definition.

Multiple Select

What do you need in your "email sandwich"? SELECT ALL THAT APPLY

• Tone

• Hot Sauce

• Greeting

• Subject

Multiple Choice

What kind of relationship should you maintain with your emails?

• Professional & Respectful

• Fun & Silly

• Toxic & Aggressive

Tone

Just like with literature, the tone impacts how your writing is perceived. If you send an email with an improper tone, it will not be well received or responded to.

​

Avoid this:

• ALL CAPS

• Slang

• ​Rudeness

• Calling Teachers by First Name like you know them like that (you don't)​

Don't email teachers and professionals like you're talking to classmates or friends. Be respectful and appropriate.​

​Write down whatever is underlined.

Multiple Choice

When is it okay to use an aggressive tone?

• After the greeting

• When you don't like the person

• When asking about grades

• It's not.

Subject & Greeting

Write down whatever is underlined.

​Subject

​Keep this short and sweet. Get to the point but include a title that's relevant.

Greeting

​Begin your emails with a greeting. You can use a simple greeting like "Good Morning/Afternoon" or say "Dear _____" like you would in a letter.

​​Write your email like you would write a letter.​

• ​Give a brief message

• Thank the recipient for their time

• Give contact info if necessary​

• End with a Salutation (Sincerely, ​Thank You, etc.)

Email Body​

​Write the underlined information.

​Setup your Emails in this Order...

1. ​Greeting: Never send an email without a greeting. Address the recipient by their title. EXAMPLE: "Good Morning" or "Dear Mr. Parton"

2. Body: Keep it professional and respectful, but also brief. Get to the point.​

3. Contact: This is optional; only matters when you're reaching out to someone new. At the end of your body, include a paragraph (1-2 sentences) with your contact info. EXAMPLE: "For further questions, I can be reached at 941-000-0000."

4. Salutation: This is a proper ending for your message. EXAMPLE: "Sincerely" "Thank You" "Best Wishes"

5. Signature: Your name goes at the bottom.

Signature

​Just like with a written letter, you end your emails with a signature. When you have completed your body, include a salutation. Then, type your full name (don't deadname yourself, but use the name you go by).

​

*You can also create an automatic signature in the settings of your email account. ​

​

​

Multiple Choice

What is a signature?

• Sender's full name

• Sender's nickname

• Recipient's name

• Recipient's title

Formatting

Some of us (you all, actually) format your emails like a giant paragraph. DON'T. DO. THAT! Each part must have its own line:

• Greeting

• Body

• Salutation

• Signature​

​

The only part that can be a paragraph is the body BUT when you "change ideas" you go to a new paragraph.​

​

​

Open Ended

So, how do you format your emails? (What order does everything go in?)

Just list it; don't write complete sentences. You only have one minute.

​Sample Email

​Here's an old email that I sent a supervisor. It is very concise but still includes the necessary parts. Also, notice how it's not one giant paragraph. Finally, I checked my spelling prior to sending this.

Things to Remember

Write down underlined information

​Your Email Address

​Use a professional-sounding email address when sending messages to teachers. Always use your school email. You can also create an email account BUT make a serious one for important things like jobs or colleges.

Formality

​Do not email teachers, employers, or any other adult as if you are speaking with friends. Keep your emails formal, ESPECIALLY if you don't know the person.

​Proofread

Never send an email that you didn't proofread. Everything has spellcheck.

Greetings

It's rude to send an email without a greeting. Always include a greeting.​

​Spam

DON'T SPAM YOUR TEACHERS! You are not their only student nor are you the only one they are in contact with. Give your recipient time to read and respond.​

​

Sample Email

​Look carefully at this email. This was sent by a former student. What's wrong with it?

Open Ended

List three things that are wrong with this email.

Wrap up

​Follow your "email sandwich": proper tone, subject, greeting, body, signature.

When writing your body, put it in order: greeting, body, contact, salutation, and signature.

Watch your tone and keep it appropriate.​

Open Ended

Pretend you are writing me--Ms. Colvin--to request more time on a project. Below, write an example of the INCORRECT way to send that email. *NOTE: If you press "Enter," your response will be submitted, so just write your response in one paragraph.

Open Ended

Now, same question, only write an example of the CORRECT way to send that email. NOTE: If you press "Enter," your response will be submitted, so just write your response in one paragraph

That's all folks!