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COMMON PERSONAL
&
PROFESSIONAL EMAIL RULES
Email Etiquette
BY: RIA KACHHAWAHA
(IBS GURGAON)
TERMS
 CC – Carbon Copy
 BCC – Blind Carbon Copy
 Reply All
 Forward
 Delete
 Archive (Gmail)
 Folders/Labels
 What email client/company do you use?
 Have a neutral email address: Example:
lazygurl28@yahoo.com (BAD!)
 Example: minh.nguyen@yahoo.com (GOOD!)
 Always begin with a “Dear Mr. / Ms. / Dr. ____,” or if
recipient is unknown use “To whom it may concern”.
 Be sure to address the person correctly – check the
spelling of their name, whether they are a man or
woman and use the appropriate salutation.
 Introduce yourself in the first paragraph and tell the
recipient why you are writing:
 Example: “My name is Yuki Kondo-Shah and I am
writing to you today to apply for the [position] at
[institute].”
 Be concise and short: Generally, 3-5 sentences per
paragraph and no more than 5 paragraphs in an
introductory email.
 Avoid abbreviations or acronyms, when possible.
 Never use slang (informal speech).
 Conclude the email with the appropriate ending:
 Example: “Sincerely,” or “Respectfully,” or “Best
regards,”
 Sign with your full name.
 ALWAYS be sure to spell-check your email before sending.
SCREEN CAPTURE OF ACTUAL EMAIL
MESSAGES RECEIVED
COMMENTS
Who sent this message????
Why was Dr. Swanbom copied when Dr. Hall is the
teacher?
Interesting message
Good subject
EXAMPLE 2
COMMENTS
Who sent this message???
Grammar – add question mark after “homework,”
and begin a new sentence beginning with “my”
Good subject
Spelling
EXAMPLE 3
COMMENTS
Who sent this message????
Capitalization
 Subject should contain more detail
Good job of asking professor in advance about an
upcoming class absence
Email etiquette

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Email etiquette

  • 1. COMMON PERSONAL & PROFESSIONAL EMAIL RULES Email Etiquette BY: RIA KACHHAWAHA (IBS GURGAON)
  • 2. TERMS  CC – Carbon Copy  BCC – Blind Carbon Copy  Reply All  Forward  Delete  Archive (Gmail)  Folders/Labels  What email client/company do you use?
  • 3.  Have a neutral email address: Example: lazygurl28@yahoo.com (BAD!)  Example: minh.nguyen@yahoo.com (GOOD!)  Always begin with a “Dear Mr. / Ms. / Dr. ____,” or if recipient is unknown use “To whom it may concern”.  Be sure to address the person correctly – check the spelling of their name, whether they are a man or woman and use the appropriate salutation.
  • 4.  Introduce yourself in the first paragraph and tell the recipient why you are writing:  Example: “My name is Yuki Kondo-Shah and I am writing to you today to apply for the [position] at [institute].”  Be concise and short: Generally, 3-5 sentences per paragraph and no more than 5 paragraphs in an introductory email.
  • 5.  Avoid abbreviations or acronyms, when possible.  Never use slang (informal speech).  Conclude the email with the appropriate ending:  Example: “Sincerely,” or “Respectfully,” or “Best regards,”  Sign with your full name.  ALWAYS be sure to spell-check your email before sending.
  • 6. SCREEN CAPTURE OF ACTUAL EMAIL MESSAGES RECEIVED
  • 7. COMMENTS Who sent this message???? Why was Dr. Swanbom copied when Dr. Hall is the teacher? Interesting message Good subject
  • 9. COMMENTS Who sent this message??? Grammar – add question mark after “homework,” and begin a new sentence beginning with “my” Good subject Spelling
  • 11. COMMENTS Who sent this message???? Capitalization  Subject should contain more detail Good job of asking professor in advance about an upcoming class absence
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