COMMUNICATION EMAIL ETIQUETTE AND EXPECTATIONS
Proofread, Proofread, Proofread Proofread for mistakes including punctuation, grammar, spelling, and the overuse of capital letters and exclamation points. Online proofing tools, such as Grammarly can be a reference for proofreading, but do not use these tools or AI to write your emails. Check Names, Details and Dates Maintain professionalism by double-checking that all details, names, dates, and times are correct. Wait until finished to put the email of the recipient in, so that nothing with mistakes gets accidentally sent. Write Brief Subject Lines with Details Intended to be brief, signify importance, and to easily understand subject of email. See page 20 for details. Include a Professional Greeting and Sign-off Start with an appropriate and respectful greeting, like “Hello or Dear.” End with a professional email sign-off, such as “Regards, Sincerely, or Thanks.” Be Concise and Comprehensive Include only necessary information, be concise and professional, providing only essential and relevant details. Use bullets/lists when possible to process information easier. If several paragraphs are needed, email is probably not the right method. Write to Your Audience Use audience appropriate language and words that are understandable, with minimal jargon and acronyms. Be sure to always address others with respect, and don’t write anything you wouldn’t want shared or read aloud. Set Clear Expectations and Next Steps Define the purpose of your email, include important dates and deadlines to meet. Include a call to action so the recipient knows what you are expecting them to do.
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