Email Etiquette
Adapted from the Purdue
University Writing Lab
Based on
[Link]
Why Is Email Etiquette Important?
We all interact with the printed word as though
it has a personality and that personality makes
positive and negative impressions upon us.
Without immediate feedback your document
can easily be misinterpreted by your reader, so
it is crucial that you follow the basic rules of
etiquette to construct an appropriate tone.
My Email Policies: General
I will respond to your email quickly. (I spend quite a bit
of time online and check email frequently.)
Use sthomas@[Link] for a quick response.
A respectful and professional email will receive a more
favorable response than an abrupt, carelessly written
one.
Ask questions early. I cannot help if I do not know there
is a problem.
If after reading a response from me, you still have
questions: ask them.
Responding to Grading Questions
I comment on each writing assignment.
Before you ask questions about the
points/grade you received, please read the
comments carefully.
I expect you to use these comments to improve
your future writing assignments.
The Elements of Email Etiquette
General format
Writing long messages
Attachments
The curse of surprises
Using a professional tone
General Format: The Basics
Write a clear subject line (ex. Include a closing with your
ENGL 3100 MWF 8:30 ) or name (ex. skiguy01@yahoo
9:30) – Proposal Question,). does not tell me who you
Write a salutation for each are).
email (ex. Dr. Thomas:). Better yet, use your Wildcat
Try to keep the email brief email address.
(one screen length). Use caps when appropriate.
Check for punctuation, Avoid text-message-type (ex.
spelling, and grammatical R U 4getting s/thing?).
errors. Format your email for plain
Use a font that has a text rather than HTML.
professional or neutral look.
General Format: Character
Spacing
Try to keep your line length at 65 characters or
less.
If your message is likely to be forwarded, keep
it to 60 characters or less.
Set your email preferences to automatically
wrap outgoing plain text messages.
General Format: Lists and Bullets
When you are writing For example,
directions or want to 1) Place the paper in drawer A.
emphasize important points, 2) Click the green “start” button.
number your directions or
bullet your main points. Another example,
I have a couple of questions:
• How can we improve
customer satisfaction?
• Will the proposal empower
employees?
General Format: Tone
• Write in a positive tone • Use smiles , winks ;),
“When you complete and other graphical
grading this symbols only when
assignment.” instead of appropriate.
“If you ever finish • Use contractions to add
grading … ” a friendly tone.
(don’t, won’t, can’t).
Attachments
When you are sending an attachment tell your recipient
what the name of the file is, what program it is saved
in, and the version of the program.
Ex. The attached file is in MSWord (.doc or .docx)
under the name “[Link]”
If you use an open source word processor send files as
RTF or PDF.
When Your Message Is Long
Warn the readers that the message is long.
Create a summary or overview of the message.
If you require a specific response from the reader then
be sure to request that response in the first paragraph
of your email (perhaps using a list).
Create headings for each major section (as
appropriate).
Avoid Surprises or Last Minute
Requests
• Do not wait until the last minute to introduce a
problem or concern via email.
• Express questions or concerns when you have
them, rather than accumulating them.
• I am better able to answer your questions if
you ask them early within an assignment or the
semester. (I am a terrible mind reader.)
Taking Professors by Surprise
Complaints about grades and projects should generally
be discussed in person.
Express your concerns or questions in a timely
manner.
Using a professional tone when voicing concerns about
grades or policies will be received more favorably than:
“Why did I get this grade?????”
Using a Professional Tone
• Flaming is a virtual term • Flame fights are the
for venting or sending equivalent of food fights
inflammatory messages and tend to affect
in email. observers in a very
• Avoid flaming because negative way.
it tends to create a • What you say cannot be
great deal of conflict taken back; it is in black
that spirals out of and white.
control.
Keep Flaming under Control
• Before you send an
Read your message
email message, ask twice before you send it
yourself, “would I say and assume that you
this to this person’s may be misinterpreted
face?”
when proofreading.
• Calm down before
responding to a
message that offends
you. Once you send the
message it is gone.
Responding to a Flame
Empathize with the Avoid getting bogged
sender’s frustration and down by details and
tell them they are right if minor arguments
that is true If you are aware that the
If you feel you are right, situation is in the
thank them for bringing process of being
the matter to your resolved let the reader
attention know at the top of the
Explain what led to the response
problem in question Apologize if necessary
When Email Won’t Work
There are times when
you need to take your
discussion out of the
virtual world and speak
to the recipient in
person.
