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Welcome toE-mail Etiquette for Interns

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Learning Objectives

Construct effective e-mail subjects

Provide proper salutations

Compose concise e-mails

Provide proper valedictions

Develop an informative e-mail signature

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E-mail Etiquette Modules Menu

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1:E-mail Subjects

2:Salutations

3:E-mail Bodies

4:Valedictions

5:Signatures

Learning Objectives

Learning Check

References

+E-mail Subjects

The subject of your e-mail provides the first impression to your audience.

Your subject should briefly address the purpose of your e-mail in ten words or less.

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+E-mail Subjects

1. If you request feedback on a project in the body of your e-mail, then the subject of your e-mail should reflect your request.

2. If you request a meeting for a project in the body of your e-mail, then the subject of your e-mail should reflect your request.

Feedback Request: Anderson-Stone Project

Feedback on Anderson-Stone Project Requested

Anderson-Stone Project Meeting Request

Meeting Request to Discuss Anderson-Stone Project

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+Salutations

The first line of an e-mail where the writer acknowledges the recipient is known as the salutation.

When you write a personal e-mail to your friend, you may write “Hey!” or “Hi Javon,”.

A professional salutation should include a greeting and the recipient's name.

When you write a professional e-mail, the salutation shows respect to your recipient and sets the tone of the e-mail.

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+Salutations

If you have never met the recipient, use “Dear”

If you have met the recipient, use “Hello,” “Good morning,” or “Good afternoon”

When in doubt, use “Hello”

Address all recipients by Mr., Ms., or Dr. and his or her last name

Do not use someone’s first name unless he or she has explicitly told you to do so Example: “Call me

Maria.”

Greeting Name

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+E-mail Bodies

If you’ve never previously contacted the recipient of your e-mail, it’s important to introduce yourself in the first sentence of your first paragraph.

Example: My name is Avara Durst, and I am the new intern in the Human Resources Department.

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+E-mail Bodies

Separate your ideas into paragraphs. A block of text is overwhelming. Each new idea of sub-idea will be a new paragraph.

Use bulleted lists when appropriate.

Introduce the list in the previous sentence.

If you use bold, underlined, or italicized text, do so sparingly and with purpose.

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+E-mail Bodies

Example NON-example

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Hello Mr. Lee,

In preparation for your quarterly performance review meeting with Ms. Sampson, please prepare a summary of the following:

•Your specific contributions on last quarter’s projects•Your expected specific contributions this quarter’s projects•Task descriptions for roles that have changed or developed•Questions or concerns about your team or individual performance

All performance review meetings will occur the week of October 2. I will contact you to arrange the meeting next week.

Thank you,Avara

Hello Mr. Lee,

In preparation for your quarterly performance review meeting with Ms. Sampson, please prepare a summary of the following: Your specific contributions on last quarter’s projects. Your expected specific contributions this quarter’s projects. Task descriptions for roles that have changed or developed. Questions or concerns about your team or individual performance. All performance review meetings will occur the week of October 2. I will contact you to arrange the meeting next week.

Thank you,Avara

+E-mail BodiesExample

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Hello Mr. Lee,

In preparation for your quarterly performance review meeting with Ms. Sampson, please prepare a summary of the following:

•Your specific contributions on last quarter’s projects•Your expected specific contributions this quarter’s projects•Task descriptions for roles that have changed or developed•Questions or concerns about your team or individual performance

All performance review meetings will occur the week of October 2. I will contact you to arrange the meeting next week.

Thank you,Avara Correct use of

italics for emphasis.

Correct use of bullets and paragraphs to separate ideas.

+E-mail BodiesNON-example

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Hello Mr. Lee,

In preparation for your quarterly performance review meeting with Ms. Sampson, please prepare a summary of the following: Your specific contributions on last quarter’s projects. Your expected specific contributions this quarter’s projects. Task descriptions for roles that have changed or developed. Questions or concerns about your team or individual performance. All performance review meetings will occur the week of October 2. I will contact you to arrange the meeting next week.

Thank you,Avara

Misuse of bold, italics, & underlining.

Too much information in a small space.

+Valedictions

The final lines of an e-mail where the writer closes the e-mail and writes his or her name is known as the valediction.

When you write a personal e-mail to your friend, you may write “Bye!” or “See ya’ later,”.

A professional valediction should include a closing statement and the writer's name.

When you write a professional e-mail, the valediction should maintain the same tone as the salutation.

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+Valedictions

Closing Suggestions: Thank you Sincerely Best wishes Best regards All the best Best Warmly

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+Signatures

In addition to signing your name in the valediction, you must also have a professional signature.

A signature includes: your first and last names

position title

department

company

full postal address

work phone number (with extension)

e-mail address.

Your signature provides all of your contact information.

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+SignaturesExample

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Amir Kotb, InternHuman ResourcesVandeler Solutions806 West 9th StreetHarrisonburg, VA 22801Phone: (443) 966-1455 ext. 77a.kotb@vandelersolutions.com

Department and Company

Full name and Position

Full postal address

Full phone number and e-mail address

+Learning Check

Exploring New Methods for Meeting Goals as a Team for Quarter

The body of my e-mail talks about how my team can improve results to meet quarterly goals. Which subject is best for my e-mail?

Improvement of Quarterly Goals

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Click on the orange square of the best answer.

Methods to Improve Goals as a Team for the Quarter

+Learning Check

Dear Felicia, You’ve never met your e-mail recipient, Felicia Luc. Which is the best salutation for your e-mail?

Hi Ms. Luc,

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Click on the orange square of the best answer.

Dear Ms. Luc,

+Learning Check

Meeting tomorrow 2:00 PM.

Not next Thursday. Bring information on progress of Anderson-Stone project.

In the body of your e-mail, which sentences are best?

Don’t forget! We will meet tomorrow at 2:00 PM instead of next Thursday. Bring lots of info. about the Anderson-Stone project.

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Click on the orange square of the best answer.

We will meet tomorrow at 2:00 PM instead of next Thursday. Please arrive prepared with insights on the progress of Anderson-Stone project.

+Learning Check

Thanks! You’ve never met your e-mail recipient, Felicia Luc. You asked her to provide some information that you’ll use in a presentation. Which is the best valediction for your e-mail? Thank you,

YourFirstName

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Click on the orange square of the best answer.

Warmest regards, YourFirstName

+Learning Check

Which e-mail signature is the most informative and complete?

James Atwell Finance Director Vandeler Solutions 806 W. 9th Street Harrisonburg, VA Phone: 966-1455

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Click on the orange square of the best answer.

James Atwell Finance Director Vandeler Solutions 806 W. 9th St. Harrisonburg, VA 22801 Phone: (443) 966-1455

James Atwell Finance Director Vandeler Solutions 806 West 9th St. VA 22801 Phone: 966-1455

+Congratulations!

References Images courtesy of Microsoft Office Clip Art Gallery.

You’ve completed the E-mail Etiquette Modules.

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+CORRECT!

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