1.Email writing and Basic Do's and Dont's

Email Etiquettes and Most Common Do's and Don'ts

1. Header : sender’s address Greeting : also known as the salutation; commonly “Dear ” followed by a comma (colon used in business letters) Body : letter’s message Closing : a sign-off such as “From” or “Sincerely” followed by a comma Signature : signed name 5 Parts of Email Hey Tyrone, How are you? Can you come over on Saturday? From, header greeting message body closing signature From: [email protected] To: [email protected] Sent: Thursday, November 1, 2012 at 3:34 pm Subject: playdate Andrew /\_/\ (0 . 0 ) > ^ <

2. Its FOR Quick communication Share PROFESSIONAL information Keep records of communication Its NOT for: Sharing funny email forwards that your friends send you Sharing political or religious views Harassing coworkers Inappropriate conversations What is the purpose of email in the workplace

3. Use Common Sense! It’s always a good idea to proofread an email before you send it. Double-check for the following: a clear and specific subject a greeting, closing, and signature proper capitalization proper punctuation correct spelling

4. Common Mistakes in writing an Email

5. Greeting Line The correct style of capitalization to use in your salutation is sentence case Do This Here are the worst offenders for formal  email greetings : “ Good Morning ” → should be “ Good morning ” “ Good Afternoon ”→ should be “ Good afternoon ” “ To Whom It May Concern ” → should be “ To whom it may concern” The exception to the rule: proper nouns (i.e. people’s first names, Ms. / Mr. + last name, or job title).

6.  Forgetting to use colon When you’re writing a formal email, your salutation should end with a colon, not a comma.

7. Leaving your end punctuation Whenever you have a phrase or sentence in quotes, your end punctuation should go before the end quote. This applies to commas that go on to continue sentences and periods that end them.

8. Putting comma splices in a forbidden place Your formal emails should never have comma splices. A comma splice is what happens when you join two complete sentences with a comma.

9. Common Phrase Guide

10. Making Requests via Emails V ery polite I would be grateful if you could send me … I would appreciate if you could … Polite Could you please … ? Could you send me … , please? P olite but direct Could you send me … ? Would you be able to … ? M ore direct Please send me … Please meet me … Could you please provide us with more detailed information so that we can discuss it and get back to you?” “ Would it be possible to meet and discuss this issue, perhaps by this Friday?” “ Would you be able to give us a copy of your report from yesterday's presentation?” Different Level of Politeness when making requests

11.  Check the Tone When we meet people face-to-face, we use the other person's body language , vocal tone, and facial expressions to assess how they feel. Email robs us of this information, and this means that we can't tell when people have misunderstood our messages. Your choice of words, sentence length, punctuation, and capitalization can easily be misinterpreted without visual and auditory cues. In the first example below, Emma might think that Harry is frustrated or angry, but, in reality, he feels fine. Bad Example Good Example Emma, I need your report by 5 p.m. today or I'll miss my deadline. Harry Hi Emma, Thanks for all your hard work on that report. Could you please get your version over to me by 5 p.m., so I don't miss my deadline? Thanks so much! Harry