Email Etiquette Between Coworkers
Storyboard
Overview | |
Course Title: | Email Etiquette Between Coworkers |
Learning objective: | While composing emails in the workplace, learners will be able to demonstrate their knowledge of email etiquette without errors. While learning about email etiquette during this course, learners will be able to compare the do’s and don’ts of appropriate email etiquette with an 75% or better accuracy rate. |
Description Text | This course will cover the proper email etiquette used between coworkers. Using proper email etiquette will lead to clear and concise emails. It will also ensure that you avoid lengthy follow up to seek clarification. Proper knowledge of email etiquette between coworkers will allow your organization to have better communication. |
Units | Introduction Email Guidelines The Subject Line The Salutation The Body The Closing The Signature Email Replies What to Avoid Review Knowledge Check- 75% accuracy rate needed to pass |
Client: | SS Learning (fictional client) |
Instructional Designer: | Sherry Staudt |
Units | ||
Nr | Name | Content |
1 | Introduction | Introduction of course |
2 | Email Guidelines | Introduction of email components |
3 | The Subject Line | Present effective subject lines Examples of subject lines |
4 | The Salutation | Present effective salutations Examples of salutations |
5 | The Body | Present effective body information |
6 | The Closing | Present effective closings |
7 | The Signature | Present effective signatures |
8 | Email Replies | Present effective reply guidelines/components |
9 | What to Avoid | Present that emails are documentation |
10 | Review | review components |
11 | Knowledge Check | 4 question quiz utilizing multiple response |
Style Guide | |
Logo | n/a |
Cover Photo | |
Custom colours | Brand color: 6BBAA7 |
Fonts | Heading: Lato Body: Merriweather |
Additional Notes | free navigation |
Templates | n/a |
1. Introduction
Lesson | Introduction | ||
BLOCK ID | 1.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Proper email communication can save time, show that you are competent, and help establish your professional reputation. In this course, we will examine the best practices of email components used between coworkers. View the email facts below by clicking the arrows on the bottom right of each card. | ||
Lesson | Introduction | ||
BLOCK ID | 1.2 | BLOCK TYPE | Flashcard grid |
NOTES | CONTENT | ||
front of cards- full card image Image 1: Image 2: Image 3: | Text: Card 1 front: image 1 Card 1 back: The average office worker receives over 120 emails per day. Card 2 front: image 2 Card 2 back: The average worker checks their email at least 15 times per day. Card 3 front: image 3 Card 3 back: Thirty-three percent of email recipients open emails based on the subject line alone. | ||
Lesson | Introduction | ||
BLOCK ID | 1.3 | BLOCK TYPE | continue |
NOTES | CONTENT | ||
| continue button | ||
2. Email Guidelines
Lesson | Email Guidelines | ||
BLOCK ID | 2.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Follow six simple steps to ensure your emails are professional. View these guidelines below. | ||
Lesson | Email Guidelines | ||
BLOCK ID | 2.2 | BLOCK TYPE | Timeline order |
NOTES | CONTENT | ||
| Text: Step 1: Start the email with an appropriate subject line. Step 2: Follow that with a professional salutation. Step 3: Ensure the body paragraph/s are focused and intentional. Step 4: End the email with a polite closing that gives a call to action. Step 5: Use a signature with pertinent information. Step 6: Reply professionally and within a suitable time frame. | ||
Lesson | Email Guidelines | ||
BLOCK ID | 2.3 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: We will discuss each of these components in the following lessons. | ||
Lesson | Email Guidelines | ||
BLOCK ID | 2.4 | BLOCK TYPE | Continue |
NOTES | CONTENT | ||
| Continue button | ||
3. The Subject Line
Lesson | The Subject Line | ||
BLOCK ID | 3.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Now that you know the components of an email we will discuss in this course, let’s begin. Start the email with an appropriate subject line. The subject line is the first thing that the recipient sees. It is a preview of the content of your email. The subject can quickly grab the reader’s attention and encourage the person to open it. Or, if the subject does not grab the reader's attention, an email can be scrolled past and not receive a reply. A straightforward subject is always best. Identify the topic and purpose of your email. Make sure your message content matches the subject line. Below are guidelines to create effective subject lines. View the information on the front of the card. Then click the arrows on the bottom right of the card to view the examples on the back. | ||
Lesson | The Subject Line | ||
BLOCK ID | 3.2 | BLOCK TYPE | Flashcard grid |
NOTES | CONTENT | ||
| Text: Card 1 Front: If you are sending an email to someone you rarely interact with, consider adding your name in the subject line. You may also choose to do this when sending an email to someone for the first time. Back: Example: “Sales Pitch- Sherry Staudt” Card 2 Front: If you have an important matter that is time sensitive, consider adding the action and due dates to the subject line. Example: Back: “SMART Goals due Friday, July 1” Card 3 Front: If you have a question, title the email appropriately by adding "Question" followed by the topic. Back: Example: “Question About SME’s Availability” | ||
Lesson | The Subject Line | ||
BLOCK ID | 3.3 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: View the bonus tips below by clicking the arrows on the bottom right of each card. | ||
Lesson | The Subject Line | ||
BLOCK ID | 3.4 | BLOCK TYPE | Flashcard grid |
NOTES | CONTENT | ||
Image: centered image | Text: Front: image Back: Capitalize the subject line like you would a title. Use a capital letter to begin each word, except minor words like a, and, the, with, etc. Using proper capitalization in your subject line will also ensure that it is easy to read. Front: image Back: Never leave the subject line blank. Email subject lines can be searched later for convenience. | ||
Lesson | The Subject Line | ||
BLOCK ID | 3.5 | BLOCK TYPE | Scenario |
NOTES | CONTENT | ||
| Scenario based on proper subject lines. Text: 1.0 Emailing Your Coworker 1.1 Determine the best subject lines to be used in the following scenarios. 1.2 You email a coworker to enquire about their availability for a meeting. What is an appropriate title? Days of the Week Question About Meeting Availability (correct) 1.3 You email a coworker to share meeting notes. What is a proper subject line? Notes Meeting Notes- July 10 (correct) 1.4 You email a coworker to discuss an upcoming project deadline. What is a proper subject line? Project Deadline (correct) We Should Talk 1.5 Great Job! Let's take what you have learned and move on to our next topic: salutations | ||
Lesson | The Subject Line | ||
BLOCK ID | 3.6 | BLOCK TYPE | Continue |
NOTES | CONTENT | ||
| Continue button | ||
4. The Salutation
Lesson | The Salutation | ||
BLOCK ID | 4.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Next, we will follow the subject line with a professional salutation. A salutation is a greeting that sets the tone for the entire email. This can be a word or phrase used in email correspondence. Below are several professional greetings. Click the + to learn more about each greeting. | ||
Lesson | The Salutation | ||
BLOCK ID | 4.2 | BLOCK TYPE | Accordion |
NOTES | CONTENT | ||
| Text: Hi (Name), This is a friendly salutation that is personalized with the coworker's name. Hello (Name), This is personalized and more formal than the greeting "Hi". Dear (Name), This formal greeting can be used when communicating to those in a position of authority. Good morning/afternoon, This generic salutation is best used for group communications. Greetings, This generic, polite greeting can be used when you do not the person well. Name, This greeting is direct and personal. | ||
Lesson | The Salutation | ||
BLOCK ID | 4.3 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: What are some appropriate email greetings for the workplace? Sort the examples below by moving the phrase to the "Appropriate" or "Not Appropriate" card. | ||
Lesson | The Salutation | ||
BLOCK ID | 4.4 | BLOCK TYPE | Sorting Activity |
NOTES | CONTENT | ||
| Text: Appropriate
Not Appropriate
| ||
Lesson | The Salutation | ||
BLOCK ID | 4.5 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: View the bonus tip below by clicking the arrows on the bottom right of the card. | ||
Lesson | The Salutation | ||
BLOCK ID | 4.6 | BLOCK TYPE | Flashcard grid |
NOTES | CONTENT | ||
Image: image centered | Text: Front: image Back: Double check the spelling of your recipient’s name. This shows that you pay attention to details. | ||
Lesson | The Salutation | ||
BLOCK ID | 4.7 | BLOCK TYPE | Continue |
NOTES | CONTENT | ||
| Continue Button | ||
5. The Body
Lesson | The Body | ||
BLOCK ID | 5.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: After you have chosen the proper salutation, it is time to write your message. After all, this is why you are sending the email in the first place! The body is the actual text of the email. Keep your purpose in mind as you write your body paragraph/s to ensure that they are focused on this purpose. Below are some important points to consider when crafting your email. | ||
Lesson | The Body | ||
BLOCK ID | 5.2 | BLOCK TYPE | Process |
NOTES | CONTENT | ||
| Text: Card 1- Title: The following are some important points to consider when crafting your email. Click start to begin. Card 2- Tone: Communicate with a tone that is positive, supportive, polite, professional, and respectful. Card 3- Format: Format the email like a business letter. This means there should be a line space between the paragraphs, as well as correct grammar, capitalization, and punctuation throughout. Card 4- Content: Get to the point rather quickly. If you have several points to touch upon, consider using bullet points. Bullet points will allow the recipient to scan the message content rapidly and determine the purpose. Be clear and concise. Card 5- Font: Use a 10 or 12 point readable font in black. Save any fancy and hard-to-read fonts for your personal email communications. Card 6- Capitalization: Never use ALL CAPS in emails. This means you are yelling. Card 7 (summary)-Be sure to consider the tone, format, content, font, and capitalization when writing the body of your emails. | ||
Lesson | The Body | ||
BLOCK ID | 5.3 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: View the bonus tips below by clicking the arrows on the bottom right of the cards. | ||
Lesson | The Body | ||
BLOCK ID | 5.4 | BLOCK TYPE | Flash card grid |
NOTES Image: | CONTENT | ||
image centered | Text: Card 1 front: image Card 1 back: Proofread your email message before you send it. Your email system often has a “check spelling” feature that can (and should) be used. Card 2 front: image Card 2 back: Enter the recipient's email address after the entire email has been written and proofread. This will prevent you from accidentally sending the email before you intend to. Card 3 front: image Card 3 back: If you often hit send and then catch your mistakes, consider changing your email settings to include a 5-10 minute delay. When this setting is turned on, your email messages will not be sent until 5-10 minutes after you touch the send button. This gives you some time to go back and edit if needed. Be cautious with this feature though, as it can hinder time sensitive communications. Card 4 front: image Card 4 back: Have a difficult or lengthy topic to discuss? Consider setting up a face to face meeting or a phone call. Typically, these subjects are best addressed outside of email messages. You can use an email message to coordinate a time for the meeting, as well as to send an email recap. | ||
Lesson | The Body | ||
BLOCK ID | 5.5 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Now that you know all about the body of an email, let's check your knowledge. Drag the phrase to the "Appropriate" or "Not Appropriate" cards to show what is appropriate in the body of an email. | ||
Lesson | The Body | ||
BLOCK ID | 5.6 | BLOCK TYPE | Sorting Activity |
NOTES | CONTENT | ||
| Appropriate:
Not Appropriate:
| ||
Lesson | The Body | ||
BLOCK ID | 5.7 | BLOCK TYPE | Continue |
NOTES | CONTENT | ||
| Continue button | ||
6. The Closing
Lesson | The Closing | ||
BLOCK ID | 6.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: After writing the main contents of the message, it is time to end the email with a polite closing. The closing may include gratitude and a call to action. This is the last thing that your recipient will read. For example, it may say: “Thank you for volunteering to review my sales goals for Q2. I look forward to your feedback.” Close professionally with one of the options below. Click the + to learn more about each closing. | ||
Lesson | The Closing | ||
BLOCK ID | 6.2 | BLOCK TYPE | Accordion |
NOTES | CONTENT | ||
| Text: Regards, This closing can be used to show respect to the recipient when communicating casually. Best wishes, This closing is friendly and formal. Respectfully, This closing can be used to show respect when communicating with a superior. With gratitude, This closing is professional and can be used when you are grateful for the recipient's input. | ||
Lesson | The Closing | ||
BLOCK ID | 6.3 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: View the bonus tip below by clicking the arrows on the bottom right of the card. | ||
Lesson | The Closing | ||
BLOCK ID | 6.4 | BLOCK TYPE | Flashcard grid |
NOTES | CONTENT | ||
Image: image centered | Text: Front: image Back: Never close a professional email with "Love", "Your friend", “Cheers", "Peace", or "Chat soon". | ||
Lesson | The Closing | ||
BLOCK ID | 6.5 | BLOCK TYPE | Continue button |
NOTES | CONTENT | ||
| Continue button | ||
7. The Signature
Lesson | The Signature | ||
BLOCK ID | 7.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Your email is almost complete. But before you hit send, let’s discuss how to include a signature with pertinent information. An email signature should include your name, job title, company name, and direct phone number. Including a picture is optional. Customize your email signature in settings so it populates into every email you send. And, while you’re in settings, remove the “sent from iphone” signature as it is unprofessional. View the bonus tip below by clicking the arrows on the bottom right of the card. | ||
Lesson | The Signature | ||
BLOCK ID | 7.2 | BLOCK TYPE | Flashcard grid |
NOTES | CONTENT | ||
Image: image centered | Text: Front: image Back: Now that your email is complete, make sure you include any attachments that you intended to. | ||
Lesson | The Signature | ||
BLOCK ID | 7.3 | BLOCK TYPE | Continue |
NOTES | CONTENT | ||
| Continue button | ||
8. Email Replies
Lesson | Email Replies | ||
BLOCK ID | 8.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Now that we have covered all email components, let's discuss how to reply. Reply professionally and within a suitable time frame. Proper email etiquette states you should reply to an email promptly, always within 24 hours of receiving it. In your reply, be sure to include the following: | ||
Lesson | Email Replies | ||
BLOCK ID | 8.2 | BLOCK TYPE | Timeline |
NOTES | CONTENT | ||
| Text: Greet Begin with a greeting. Respond Follow with a response to all questions and concerns. You may choose to include each answer on a separate line. Clarify Ask for understanding, such as "Does that make sense?" or "Let me know if this helps." Close Finish with a closing and signature. | ||
Lesson | Email Replies | ||
BLOCK ID | 8.3 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: View the bonus tip below by clicking the arrows on the bottom right of the card. | ||
Lesson | Email Replies | ||
BLOCK ID | 8.4 | BLOCK TYPE | Flashcard grid |
NOTES | CONTENT | ||
Image: centered image | Text: Front: image Back: If you need more than 24 hours to adequately address the email contents, consider replying with “Acknowledged. I will get back to you shortly.” This lets your coworker know that you received the email and you will respond. It also prevents you from receiving follow up emails from the sender asking if you received their email. | ||
Lesson | Email Replies | ||
BLOCK ID | 8.5 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: When should you use Reply All, Cc, and Bcc? Click the + below to find out more information. | ||
Lesson | Email Replies | ||
BLOCK ID | 8.6 | BLOCK TYPE | Accordion |
NOTES | CONTENT | ||
| Text: Reply All Use "Reply All" with caution. Generally speaking, only use “Reply All” when the initial email asks you to. And never use “Reply All” to disagree with someone or correct them on a mistake. CC Cc means carbon copy. Use this when you want to copy others publicly. Only Cc others if it is pertinent to that person and/or they have requested it. BCC Bcc means blind carbon copy. Use this when you want to copy others privately. In general, you should avoid using this in the workplace. It is best to be transparent; either Cc others or send messages directly. An exception to this would be if you need to send an email message to a large number of people; an example of this could be sending a monthly newsletter. | ||
Lesson | Email Replies | ||
BLOCK ID | 8.7 | BLOCK TYPE | Continue |
NOTES | CONTENT | ||
| Continue button | ||
9. What to Avoid
Lesson | What to Avoid | ||
BLOCK ID | 9.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Never write or respond to an email when angry, frustrated, or upset. If you find yourself in this situation, calm down and a take a short break from your computer. When you are ready, you can then determine how to professionally and appropriately craft your response. Everything you say in an email message is permanent. It is documentation that lasts forever, even after the message is deleted. View the bonus tip below by clicking the arrows on the bottom right of the card. | ||
Lesson | What to Avoid | ||
BLOCK ID | 9.2 | BLOCK TYPE | Flashcard grid |
NOTES | CONTENT | ||
Image: centered image | Text: Front: image Back: You can search email messages for their contents, making it simple to find important information. | ||
Lesson | What to Avoid | ||
BLOCK ID | 9.3 | BLOCK TYPE | Continue |
NOTES | CONTENT | ||
| Continue button | ||
10. Review
Lesson | Review | ||
BLOCK ID | 10.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Now that we have discussed proper email etiquette, let's review. | ||
Lesson | Review | ||
BLOCK ID | 10.2 | BLOCK TYPE | Knowledge Check- matching |
NOTES | CONTENT | ||
| Text: Complete the sentences below. Drag the beginning of the sentence from the left side to match it with the ending on the right side. Instead of using the greeting "Hey", use "Hi (Name)". Instead of replying to an email in a few days, reply within 24 hours. Instead of using the closing "Love", use "Regards". | ||
Lesson | Review | ||
BLOCK ID | 10.3 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Let's continue. View each phrase below to determine if it demonstrates appropriate email etiquette. Drag each of the phrases to the "Do" or "Do Not" cards below it to sort the cards. | ||
Lesson | Review | ||
BLOCK ID | 10.4 | BLOCK TYPE | Sorting activity |
NOTES | CONTENT | ||
| Text: Do
Don’t
| ||
Lesson | Review | ||
BLOCK ID | 10.5 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: View the sample email below. Determine if each part of the email follows proper etiquette. Then, click on each number to see if you are correct. | ||
Lesson | Review | ||
BLOCK ID | 10.6 | BLOCK TYPE | Labeled Graphic |
NOTES | CONTENT | ||
Image: Image background color: hex code #ECEBE9 Marker color: hex code #6BBAA7 | Text: Marker placement ---------> Marker 1: Subject Line The subject line should have additional details to be more descriptive. Better subject line options would be "Meeting Agenda" or "Friday's Meeting Agenda". Marker 2: Greeting "Hi" followed by the recipient's name is a proper greeting. However, in this case, the recipient's name is spelled incorrectly. Always double check the spellings of your coworkers' names. Marker 3: Body The body of this email is direct and to the point. Marker 4: Closing The closing gives a call to action and ends appropriately with "Regards". Marker 5: Signature This signature includes the sender's name. It should also include the person's job title, company name, and direct phone number. Marker 6: Attachment The body of the email mentions that a meeting agenda will be attached, yet there is no attachment. Always double check that you include attachments that you intend to. | ||
Lesson | Review | ||
BLOCK ID | 10.7 | BLOCK TYPE | Continue |
NOTES | CONTENT | ||
| Continue button | ||
11. Knowledge Check
Lesson | Knowledge Check | ||
BLOCK ID | 11.1 | BLOCK TYPE | Quiz Question- multiple response |
NOTES | CONTENT | ||
Image: | Text: Question 1- View the sample email below regarding SMART Goals. Take what you have learned and assess the components of the message. Which of the following items could have been improved to follow proper etiquette? Select all that apply. The font size; It should be larger (18 pt font). The font color, It should be black. (yes) The closing, It should not end in "Cheers". (yes) The body; It is not clear where the SMART Goals can be viewed. (yes) The font style; Cursive would look better. This signature; It should include the person's job title, company name, and direct phone number. (yes) | ||
Lesson | Knowledge Check | ||
BLOCK ID | 11.2 | BLOCK TYPE | Quiz Question- multiple response |
NOTES | CONTENT | ||
Image: | Text: Question 2- View the sample email below regarding an upcoming meeting. Take what you have learned and assess the components of the message. Which of the following items could have been improved to follow proper etiquette? Select all that apply. The subject line; The subject should be more specific. A better subject would be "Tomorrow's Meeting" or "Meeting Details". (yes) Use ALL CAPS in the body; This will show the important items. The body; Get to the point. To make the information more clear, bullets could have been used. (yes) This signature; It should include the person's job title, company name, and direct phone number. (yes) | ||
Lesson | Knowledge Check | ||
BLOCK ID | 11.3 | BLOCK TYPE | Quiz Question- multiple response |
NOTES | CONTENT | ||
Image: | Text: Question 3- View the sample email below regarding a company luncheon. Take what you have learned and assess the components of the message. Which of the following items could have been improved to follow proper etiquette? Select all that apply. The recipients; you should not use the Bcc when sending emails to your coworkers. Be transparent and use Cc instead. (yes) The subject line; It should be changed to "Lunch". The greeting; A more professional greeting, such as "Hello", should be used. (yes) The body; More details should be added. A full lunch menu should be included as well as a list of all attendees. | ||
Lesson | Knowledge Check | ||
BLOCK ID | 11.5 | BLOCK TYPE | Quiz Question- multiple response |
NOTES | CONTENT | ||
Image: | Text: Question 4- View the sample email reply below regarding a design deliverable. Take what you have learned and assess the components of the message. Which of the following items could have been improved to follow proper etiquette? Select all that apply. The greeting; The recipient's name is not necessary. The response & clarification; Less details are needed. The signature; The sender's signature has not been included. (yes) | ||
12. Thank You
Lesson | Thank You | ||
BLOCK ID | 12.1 | BLOCK TYPE | Paragraph |
NOTES | CONTENT | ||
| Text: Thank you for completing this course! Take what you have learned with me as you create polite emails. | ||
Lesson | Thank You | ||
BLOCK ID | 12.2 | BLOCK TYPE | Image |
NOTES | CONTENT | ||
Image centered | Image: | ||