Kavahn's Notes

Email Etiquette

2 min read

Possible Quiz material for ENSC 105W

Effective Use of Email

  • Formality

    • Email is NOT texting
      • texting is informal, email is semi formal
    • You must edit the emails you send
    • Phrase your writing as requests rather than demands
      • “could you please help me solve this problem?” is better than “FIX THIS FOR ME”
    • If writing to the Undergraduate Assistant or Advisor
      • Include your student number in the email body
        • NOT THE SUBJECT LINE
    • Only use your sfu mail
    • Ensure you use an appropriate salutation
      • say hello and their name/proffessor
    • Ensure you spelled the recipient’s name correctly

  • Identity

    • Always include a subject line
      • And include a meaningful phrase into it
    • At the end of messages
      • Include alternate ways to be contacted

  • Format and Style

    • Avoid typing messages entirely in uppercase
    • Keep formatting simple
      • using paragraphs and bulleted lists to keep your ideas separate

  • Length and attachments

    • don’t make emails too long
      • if it has to be long use headings to break up the text
      • or ask for a meeting
    • ideally, paragraphs in email are 2-3 sentences in length
    • When a email is a few short paragraphs
      • it should be sent as a doc to them
    • avoid questions at the end of emails
      • as they are missed
    • Think about who you’re CCing
      • Do they really need that information?

  • Email security

    • Always double check you’re emailing the right person
    • Do not send confidential material
      • Unless it’s encrypted
    • Emails are easily shared
      • Assume it would be

The etiquette of CC’ing

  • To:

    • PRimary recipients

  • CC: carbon copy

    • added to the email chain, and all participants can see that.
    • use when you want to involve someone into the conversation but aren’t directing your question towards them

  • BCC: Blind Carbon Copy

    • Added to the email chain, but the rest of the participants cannot see their email
    • avoid when possible as it creates lack of transparency and the person BCC’d may not realize they have been BCC’d

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