EMAIL GUIDE Student Success Center English Language Program
EMAIL GUIDEStudent Success Center EnglishLanguage Program
TABLE OF CONTENTSA. IntroductionB. EtiquetteC. Step-by-StepD. TemplatesE. Conclusion
INTRODUCTIONWhile email is a valuable communication tool, it can pose challenges for manywriters. As a somewhat new form of communication, acceptable norms for writingemails are still being determined; therefore, miscommunications can occur whenpeople have different expectations of how and when to send emails. Emails aresent to various people (friends, professors, family, business professionals, etc.) fornumerous reasons, so it is important to think about your purpose, audience, anddesired outcome while writing them. If you do not, miscommunications can easilyoccur.To avoid miscommunications, you should first determine if writing an email is the mosteffective form of communication.
INTRODUCTIONEmails are effective when: You are writing to someone who is hard toreach via phone or does not come to yourcampus regularly.Emails are ineffective when: Your message is long and complicated andrequires further discussion rather than asimple answer. You want to share information that is not time Information is confidential (email is neversensitive.private). You are sending an electronic file. You need documented proof ofcommunication. Your message is emotionally charged or thetone could be misinterpreted.If you’ve determined an email is effective for your purpose, continue readingthis guide.
ETIQUETTE: BASIC SET-UP Use your jhu email account for all academic and professionalcommunication. Note that you can change the settings on youraccount to reflect your English name, if you use one.ywu281@jhu.edu alice.wu@jhu.edu Make sure your phone and computer are set to English, otherwiseyour email will come through in another alphabet and likely besent to the spam folder.吴越 9987185005033@qq.com ? You can set up a “signature” for your email. It’s probably best toavoid quotations, unusual fonts, colors and especially, graphics.Yue (Alice) WuGlobal MBA, Class of 2016The Johns Hopkins Carey Business School100 International DriveBaltimore, MD, 21202 If you have multiple email accounts routed into one, make sure theresponse setting also comes from your jhu account. Again, anotherMobile: (410) 821-4420email address will probably look unprofessional and show up inanother alphabet, making you look immature at best andunidentifiable at worst.Email: alice.wu@jhu.edu Unless you truly will not be able to respond to any emails for anextended period of time, it is best to avoid using an “out of office”automatic reply. These are mostly used for inter-officecommunication where an alternate contact is provided.
ETIQUETTE:SENDING RESPONDINGTo: use this space to include the recipient(s) who you would liketo respond to your email.Reply: use this function to reply directly to thesender alone.Cc: use this space to include the recipient(s) who you want toread, but not necessarily respond to, your email.Reply All: use this function to reply to thesender, as well as anyone who was cc’ed orbcc’ed. This should be used carefully.Bcc: use this to include either a long list of recipients who don’tneed to see each other’s contact information or to secretlyinclude someone on an email. This function should be usedsparingly.Forward: use this function to send an emailyou have received to another recipient.
STEP-BY-STEP: READING AN EMAILWhen reading an email, be sure to pay attention to the following abbreviationsand phrases, and act accordingly.ASAP- As soon as possible. If you receive anRSVP- This stands for the French phrase,email that includes this abbreviation, you“repondez, s’il vous plaÎt,” which meansneed to take action immediately.“please reply.” You need to respond tothis email and tell the sender whether orFYI- For your information. An email thatnot you will be attending the event. Thisincludes this (often in the subject line) doesn’tresponse signifies a commitment.usually require a response, and is forinformational purposes only.COB- Close of business. If you receive anemail asking you to do something by “COB,”that means you have until the end of theworking day (5:00) of the due date to do it.Regrets only- This means the host willassume you will attend an event, unlessyou tell them you will not be there. In thissituation, you only need to respond ifyou CANNOT attend.
STEP-BY-STEP:SUBJECT LINEEvery email needs a subject line. Consider these tips when writing one. Keep it short. Put the most importantwords at the beginning of the subjectline in case they are viewing the emailon their smartphone. Do not include “filler” words, such as“hello” or “greetings.” Be clear and specific about the topic ofthe email. Use logical keywords so the recipientcan easily search for your email. Only use your name if you are applyingfor a job. If someone has referred you for a job,be sure to use his/her name.
STEP-BY-STEPSUBJECT LINE: EXAMPLESJob Application: Sally Brown-Marketing Associate candidate Referred by Michael Scott for HumanResources AssistantIntroduction: An introduction: Nicholas Barnaby-CatherineAndersonMeeting invitation:Interview Follow up: Management Consultants: Thursday 10:00am Sally Brown following up on MarketingAssociate position Chat about Extron Project at 3? (informal) Marketing Associate interview follow upInterview thank you: Thank you for the interviewRequest for feedback: Feedback request by COB 3/24Requesting information: Inquiring about design services
STEP-BY-STEP:GREETINGSLast (or Family) NameName:Melvin GordonFirst nameFor all formal e-mail communication use Dear Recipient’s Title Last name. If you’re sending anemail to your professor, Melvin Gordon, you would use the greeting:Dear Professor Gordon,The titles “Professor” or “Dr.” are used for both men or women. If the person you are emailing doesnot have one of those titles, use Mr. for men:Dear Mr. Gordon,And when emailing a woman, use “Ms.” So, if you are emailing your advisor, Sandra Green, use thegreeting:Dear Ms. Green,*Note: The title “Officer” is never used, unless you are addressing a police officer. Also, the emailaddress is not necessarily someone’s full name. For example:krowedd1@jhu.edu Dear krowedd1Instead, it should read: Dear Ms. Rowedder,
STEP-BY-STEP: CLOSINGSAcceptable Closings forBusiness/Academic Email Best,Inappropriate Closings forBusiness/Academic Email Love, Kind regards, Yours/Yours truly, Regards, xoxo Sincerely,
PROBLEM AREA: TONEOne of the biggest pitfalls of electronic communication is tone. What would sound like a reasonablerequest face-to-face could sound rude and demanding in print. Pay careful attention to the modals youuse. Would and could are generally considered to be more polite than will and can.InappropriateBetter optionWhat’s the problem?Please help me.I want to cancel my appointment I want to know how I need to reschedule Please drop my scheduled Cancel my appointment I have some problems here.I want to know why I need your help.I want to make an appointment with youIs something wrong?Are you able to assist/help me?Could I please cancel my appointment?Could you please tell me how ?I would like to reschedule Could I please cancel my scheduled appointment ?Would it be possible to cancel my scheduled appointment ?I am having some issuesI would like to knowCould you kindly help me?Do you have time to meet with me sometime this week?Could you explain it more to me?I’m not sure I understood X. Could we meet to discuss it further?
PROBLEM AREA: TONEExclamation marks!!!!!!When emailing or texting friends and family, exclamation marks are fine. But in anacademic or professional email, you want to avoid them. Exceptions can be madewhen you are praising someone (great job!), but otherwise can easily bemisinterpreted as either angry, immature, or too enthusiastic.*“Cut out all those exclamation marks. An exclamation mark is like laughing at yourown joke.” –F. Scott Fitzgerald*
PROBLEM AREA: TONEProblemsDear Professor Bernard,I’d like you to look at it and give me some feedback.I’m working on a project on minimizingthe risk in developing property. I’d likeyou to look at it and give me somefeedback. Could you please get it backto me by next Tuesday? Thank you foryour time.Could you please get it back to me by next Tuesday?Best,Ross GellarThis is not asking for help, this is demanding help.Acknowledge that the person you are asking for helpis very busy and that you understand they may notbe able to assist you. Use modals to ask politely.Remember, this professor has not agreed to help youyet, so giving him/her deadlines is not helpful. Whenexplaining the project you need help with, tell themwhen the project is due and which aspect of theproject you need help with. They can then decidewhether or not they have time to assist you beforethen.
PROBLEM AREA: TONEExample with more polite tone:Dear Professor Bernard,I’m working on a project on minimizing the risk in developing property, which is duenext Tuesday. If you have time, would you mind taking a look at it and giving mesome feedback? I’m especially concerned about X. Thank you for your time.Best,Ross Gellar
PROBLEM AREA: TONEProblemsDear Professor Vance,I don’t understand the lecture yesterdayabout finance reform. I want to make anappointment with you tomorrow at 12:00so you can explain it more to me.Best,JaniceI want to make an appointment with youtomorrow at 12:00Appointments need to be requested. Askpolitely if the professor has time to meet withyou. Offer at least two times that work foryou to minimize the number of emails thatneed to go back and forth.So you can explain it more to me.This is not only demanding, but you are alsoblaming the professor, implying that he/shedid not explain it sufficiently in class.
PROBLEM AREA: TONEEmail with a more polite tone:Dear Professor Vance,I’m still a bit confused by aspects of the lecture yesterday about finance reform.Would it be possible to schedule an appointment with you this week to discuss itfurther? I am free either Tuesday or Thursday afternoon, or Friday morning. Thankyou.Best,Janice Lin
TEMPLATE: ABSENCEExplaining LatenessExplaining an absenceSubject: Quantitative Finance 4/29Subject: Appointment to discuss XDear Professor Scott,Dear Professor Beasley,I am writing to let you know that I will be latefor class because there is an urgentmaintenance issue at my apartment now. Iapologize for the short notice; I will be atschool by 2:00PM.See you in class.I missed your class last week because of anillness. I’ve already talked to some of myclassmates about the materials I missed, but Idon’t think I completely understand X. Could Imake an appointment to meet with youtomorrow at 2pm or 5pm to discuss it?Best,Best,Monica GellarJoe Tribianni
NOTE: EXPLAINING AN ABSENCERemember, when you email a professor to explain that you will not be in class, youare not asking permission to be absent, you are simply informing your professor thatyou will not be in class that day. Do not “request a leave” or ask if it’s ok if you areabsent. If you are sick, simply tell your professor that you are not feeling well, or are “underthe weather.” DO NOT include details of your sickness or symptoms. Scheduled doctor/dentist appointments are not considered an excused absence.Schedule an appointment after class.
TEMPLATE: APPOINTMENT REQUESTSubject: Appointment request to discuss XSubject: Seeking advice on XDear Dr. Watson,Dear Professor Myers,After reviewing my notes on your lectureabout X last week, I still have some questionsabout it. I’m specifically confused about Would it be possible to schedule anappointment sometime this week to go overit? I’m available Wednesday and Fridayafternoon this week. Thank you.I’m interested in a career in X, and I know youworked in this field at Morgan Stanley formany years. If you have the time, would it bepossible to meet to discuss your experience? Iwould like some advice on what I should bedoing now to prepare for this career, and Iwould really appreciate any advice you couldgive me. Thank you.Sincerely,Megan ChenRegards,Mike Wayne
TEMPLATE:FAVOR/QUESTIONSubject: Request for more idioms materialsSubject: Request for investment summary feedbackDear Professor Halpert,Dear Professor Schrute,I really like the idioms part of your lecture and Ihave recently finished the idiom book “SpeakBusiness English like an American.” I have reallylearned a lot of useful idioms. Do you have anyfurther material regarding idioms? I wouldappreciate it if you could recommend somethingfor me.I am having a problem with the financial report I’mworking on, which is due in two weeks. I’ve alreadycompleted the forecasting portion, but I am not surewhat should be included in the investment summary.Thanks.Attached is my investment summary draft and therelated worksheet. I was wondering if you could take alook at it if you have the time and give me somesuggestions. I would really appreciate it.Thank you.Best,Best,Rachel GreenPhoebe Buffay
BEFORE YOU HIT “SEND” Did you spell the recipient’s name correctly? Misspelling the name of the person you are writing looksunprofessional, particularly when that person’s name ispart of their email address. Don’t use a nickname unlessthe recipient has said it’s ok. Example: Don’t call “Patrick”“Pat,” unless he tells you that you may do so. Did you hit “Reply All” when you should havehit “Reply”? See “Etiquette: Sending and Responding” Does your email look like a text message? You don’t want to write an academic or professional emailthe way you would speak or text. Double check to makesure you haven’t used text abbreviations or shortenedthings like “going to” to “gonna.” Did you use the spell check function? Spell check will not pick up every mistake, so make sureyou read through it as well! Did you include a subject line? Do you also have an appropriate greeting andclosing? If responding to a message, have youanswered the questions that were asked? Failing to answer questions in a response, or askingquestions that were answered in the previous email, showsthat you have not taken the time to thoroughly read theemail. Were you angry or upset when you wrote theemail? If so, wait 24 hours (sleep on it) before hitting “send.”
AFTER YOU HIT “SEND”Be patient! Remember, emails are not for issues thatare time sensitive. A phone call is betterif an immediate response is necessary. If you have sent an email after 5pm oron the weekends, you shouldn’t expect aresponse until the recipient returns towork. Many people do not check theirprofessional email accounts on theirpersonal time.Follow-up:If you have asked for assistance, afollow-up email may be necessary. It’spossible that your email got lost in theshuffle or it may have slipped therecipient’s mind. That doesn’t mean theydon’t want to help you, it may just meanthat a reminder is necessary. Wait a fewdays before following up. They may justbe working through a busy inbox!
While email is a valuable communication tool, it can pose challenges for many writers. As a somewhat new form of communication, acceptable norms for writing emails are still being determined; therefore, miscommunications can occur when people have different expectations of how and when to send emails. Emails are sent to various people (friends, professors, family, business professionals, etc .
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Sprint Mobile Email 5 Configuring Additional Email Accounts on Sprint Mobile Email 1. Press Applications and select Sprint Mobile Email. 2. Select Account Manager. 3. Select Add AccountSelect an email provider from the list. (If your email provider is not liste d, see "Configuring Other Email Accounts on Sprint Mobile Email" on page 6). 4.
(Email 1) and move them further the Customer Journey from interest (Email 2) to action phase (Email 3). Details on slides that follow: 1. Marketing Objective & KPI 2. Email Series a. Creative Brief for Email 1 b. Creative Brief for Email 2 c. Creative Brief for Email 3 3. Calendar & Plan 4. Draft & Final Versions for Email 1 built in MailChimp 5.
Here's a quick way to navigate to each email. Just click the link to go to the day you are after. Email #1 Thursday, OCT 16th Email #2 Friday, OCT 17th Email #3 Monday, OCT 20th at 12:01 AM EST Email #4 Tuesday, OCT 21st Email #5 Thursday, OCT 23rd Email #6 Friday, OCT 24th Email #7 Saturday, OCT 25th Important: USE YOUR AFFILIATE LINK!
bar. Enter the college issued Email address and the Microsoft 365 password, then click the "Sign In" button. User ID: Use the SAC or SCC student Email address as the User ID. Student Email addresses are the Web Advisor ID @student.sac.edu or @student.sccollege.edu (e.g. jd12345@student.sac.edu or jd12345@student.sccollege.edu).
the Email Job, i.e. selecting the customer group that will receive an email. Note - Previously created emails may be deleted in iCare, which will also delete the email in ExactTarget, as long as the email is not linked to an Email Job. Once deleted, the email will no longer be visible in iCare or ExactTarget. If the email is linked to an Email .
as a graduate student at ASU? The Graduate College will provide an overview of their resources and services for graduate student success. graduate.asu.edu ASU Resources: ASU Student Success . Center (NEEB 105): The Student Success Center can help you succeed in college and teach you . strategies to help you thrive beyond your first year.
Center Find them online at: studentsuccess.uams.edu The Student Success Center staff includes, from left to right, Sha-ron Keel, Pascal Schmetz, Ashley Phillips, Marybeth Norcross, Bob Musser, Heather Smith and Jasna Vuk. Not pictured are Nancy Ses-soms and Tim Muren. The UAMS Student Success Center —a resource for
