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M4 - Guide

This document provides guidance on professional email communication. It discusses when email is and is not an appropriate form of communication, how to analyze your audience, proper email formatting, netiquette, and other best practices. Key points include using email when information is not time-sensitive, you need a written record, or to distribute information to many people. Email is not suitable when a message requires discussion or is highly confidential. Formatting tips include using a clear subject line, professional salutations and sign-offs, and considering the use of CC, BCC, and reply-all functions.

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33 views4 pages

M4 - Guide

This document provides guidance on professional email communication. It discusses when email is and is not an appropriate form of communication, how to analyze your audience, proper email formatting, netiquette, and other best practices. Key points include using email when information is not time-sensitive, you need a written record, or to distribute information to many people. Email is not suitable when a message requires discussion or is highly confidential. Formatting tips include using a clear subject line, professional salutations and sign-offs, and considering the use of CC, BCC, and reply-all functions.

Uploaded by

tangoromeorieper
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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STUDY GUIDE

Module 4: Professional Email Communication

When is email the appropriate form of communication to use?


- You need to get in touch with a person who is hard to reach via telephone, does not come
to campus regularly, or is NOT located in the same part of the country or world.
- The information you want to share is not time-sensitive.
- You need to send someone an electronic file.
- You need to distribute information to a large number of people quickly.
- You need a written record of the communication (i.e., proof).

When is e-mail NOT an appropriate form of communication to use?


- Your message is long and complicated or requires additional discussion that would best be
accomplished face-to-face.
- Information is highly confidential.
- Your message is emotionally charged or the tone of the message could be easily
misconstrued.

Analyzing the Audience


- Who is your audience?
- How often does your audience use e-mail to communicate?
- How comfortable is your audience with using electronic communication—for example,
when in their lifetime did they begin using e-mail (childhood or adulthood)?
- What is your audience’s relationship to you—for example, is the reader your teacher? Your
boss? A friend? A stranger?
- How well do you know them? How would you talk to them in a social situation?
- What do you want your audience to think or assume about you? What kind of impression
do you want to make?

To & From
Date
Subject
Cc / Bcc

Other Parts/Features:
Forward
Reply
Signature Block
FORMAT for Writing Emails
- Subject of your Official Email
- Greetings
- Introduce yourself.
- State the purpose.
- Write the main message.
- Conclude formally (or appropriately).
- Sign off with your full name.

Netiquette - a combination of the words network and etiquette, and is defined as a set of rules for
acceptable online behavior

Professional Behavior on the Job


- Sending nonbusiness-related emails, jokes, forwards, or chain letters
- Visiting questionable websites not related to job responsibilities
- Beware of phishing.
- Checking your spam.

Subject: Field
- can determine if your email will even be opened;
- Include a clear, direct subject line.

Guidelines in Writing the Subject:


- Write in title case (capitalize the first letter of content words)
- It should not be written like a sentence (thus, no period).
- It should contain the highlighted information from your email body.
- Observe parallel structures.

Level of Formality
- One should always communicate as if your email is on your company letterhead
- Use a professional email address.

Addressing
- Assume the highest level of courtesy.
- Use professional salutations.
- Do not take premature liberties in the relationship

CC / Cc / cc
- traditionally carbon copy; alternatively, courtesy copy
- represents a copy of an email sent to another addressee
When to USE When NOT to USE
Keeping someone “in the loop” Copying up
Introducing new people Forgoing consent
Representing a team Wanting a response
Showing that you do not need a response Expecting an extended discussion

BCC / Bcc / bcc


- blind carbon copy;
- functions like a cc, but the person’s email address won’t be displayed to the other people
on the email chain

When to USE When NOT to USE


Mass messaging Copying up
Maintaining privacy Including an inappropriate eavesdropper
Sparing someone from a lengthy thread Operating without transparency

Reply to All:
- Use this button with discretion
- Think twice before hitting 'reply all.'

Formatting
- No more formatting or embedded images
- Note: The recipient may not have their email program configured to display your
formatting the way it appears on your system.

Attachments
- Assuming your potential customers have the software you do to open any file you may
arbitrarily send
- Notes: Use exclamation points sparingly.
- Have business courtesy.

Do not Use Previous Email for New Correspondence

Down Edit Your Replies

Common Courtesy
- intros and sign offs are a staple of professional technical communications

Signature Files
- Include a signature block.

Respond Promptly
Know that people from different cultures speak and write differently.

Other Points:
- Email provides little control over who the final audience will be
- Any workplace communication, including email, is subject to ethical and legal
considerations.
- The copyright applies to email messages.
- Refrain from paragraph indentions.
- Emails aren’t only for in-house purposes.
- The introductory part of your message should answer the question: "Why am I writing
this?”
- Leave a space between paragraphs.
- Keep your paragraph 7-8 lines (ideal maximum) or shorter.
- Refrain from using colored fonts/text styles.
- Refrain from using ALL CAPS.

Prepared by:

Vanrom Kip P. Follosco


Language Instructor, HSC
FEU Institute of Technology

**This guide is not an “all-in” approach for the lesson’s contents. For a more comprehensive review and content
learning on the module, please refer to the video courseware and the PPT materials in CANVAS.

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