취업영어 5W E-mail Format and Netiquette

출처: E-mail Expressions 이메일 영어 표현 사전. 다락원

1 이메일의 요소

01 이메일의 형식 02 인사말과 결구를 구분하여 사용한다

03 제목은 용건을 알 수 있도록 04 본문은 단도직입적으로

05 영문 이메일용 서명을 마련해 둔다 06 문장부호 및 스페이스 활용

07 일자와 시간의 표현

01 이메일의 형식

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02 인사말과 결구를 구분하여 사용한다

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03 제목은 용건을 알 수 있도록

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<보충자료1>

출처: https://open.lib.umn.edu/businesscommunication/chapter/9-1-text-e-mail-and-netiquette/

BUSINESS COMMUNICATION FOR SUCCESS

Write effective e-mails for both internal and external communication.

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Demonstrate the appropriate use of netiquette.

Text messages and e-mails are part of our communication landscape, and skilled business communicators
consider them a valuable tool to connect. Netiquette refers to etiquette, or protocols and norms for
communication, on the Internet.

E-mail

Electronic mail, usually called e-mail , is quite familiar to most students and workers.
E-mails may be informal in personal contexts, but business communication requires attention to detail,
awareness that your e-mail reflects you and your company, and a professional tone so that it may be forwarded
to any third party if needed. E-mail often serves to exchange information within organizations. Although e-mail
may have an informal feel, remember that when used for business, it needs to convey professionalism and
respect. Never write or send anything that you wouldn’t want read in public or in front of your company president.

Tips for Effective Business E-mails

Proper salutations should demonstrate respect and avoid mix-ups in case a message is accidentally sent to the
wrong recipient. For example, use a salutation like “Dear Ms. X” (external) or “Hi Barry” (internal).

Subject lines should be clear, brief, and specific. This helps the recipient understand the essence of the message.
For example, “Proposal attached” or “Your question of 10/25.”

Close with a signature. Identify yourself by creating a signature block that automatically contains your name and
business contact information.

Avoid abbreviations. An e-mail is not a text message, and the audience may not find your wit cause to ROTFLOL
(roll on the floor laughing out loud).

Be brief. Omit unnecessary words.

Use a good format. Include line breaks between sentences or divide your message into brief paragraphs for ease
of reading. A good e-mail should get to the point and conclude in three small paragraphs or less.

Reread, revise, and review. Catch and correct spelling and grammar mistakes before you press “send.” It will
take more time and effort to undo the problems caused by a hasty, poorly written e-mail than to get it right the
first time.

Reply promptly. Watch out for an emotional response—never reply in anger—but make a habit of replying to all e-
mails within twenty-four hours, even if only to say that you will provide the requested information in forty-eight
or seventy-two hours.

Use “Reply All” sparingly. Do not send your reply to everyone who received the initial e-mail unless your message
absolutely needs to be read by the entire group.

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Avoid using all caps. Capital letters are used on the Internet to communicate emphatic emotion or yelling and
are considered rude.

Test links. If you include a link, test it to make sure it is complete.

E-mail ahead of time if you are going to attach large files (audio and visual files are often quite large) to prevent
exceeding the recipient’s mailbox limit or triggering the spam filter.

Give feedback or follow up. If you don’t get a response in twenty-four hours, e-mail or call. Spam filters may have
intercepted your message, so your recipient may never have received it.

Netiquette

We create personal pages, post messages, and interact via mediated technologies as a normal part of our careers,
but how we conduct ourselves can leave a lasting image, literally. The photograph you posted on your MySpace
page may have been seen by your potential employer, or that nasty remark in a post may come back to haunt you

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later. Some fifteen years ago, when the Internet was a new phenomenon, Virginia Shea laid out a series of ground
rules for communication online that continue to serve us today.

Virginia Shea’s Rules of Netiquette

1. Remember the human on the other side of the electronic communication.

2. Adhere to the same standards of behavior online that you follow in real life.

3. Know where you are in cyberspace.

4. Respect other people’s time and bandwidth.

5. Make yourself look good online.

6. Share expert knowledge.

7. Keep flame wars under control.

8. Respect other people’s privacy.

9. Don’t abuse your power.

10. Be forgiving of other people’s mistakes (Shea, 1994).

Her rules speak for themselves and remind us that the golden rule (treat others as you would like to be treated)
is relevant wherever there is human interaction.

Key Takeaways

E-mail is useful for both internal and external business communications. The content and formatting of an e-
mail message should reflect professionalism and follow the rules of netiquette.

Social customs that exist in traditional, live, human interaction also influence the rules and customs by which we
interact with each other in the online environment.

Exercises

1. Find an example of an e-mail that you wish you had never sent or received. Rewrite it to eliminate the
characteristics that you find problematic. Share it with your classmates.

2. Choose at least three e-mails you have sent or received that are good examples of business
communication. What makes them good examples? Could they be improved in any way? Share your
suggestions with classmates.

3. When is e-mail inappropriate? Why?

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<보충자료2>

출처: https://www.indeed.com/career-advice/career-development/email-etiquette-examples

Top Email Etiquette Examples for Professional Communication

⚫ Video: Email Etiquette: Tips For Professional Communication in the Workplace

You'll learn the best email etiquette tips for the workplace including how to schedule meetings and what to do
when you don't know how to respond to an email!

Email is an important part of most company's daily operations so crafting well-written, thoughtful and accurate
emails contributes to effective communication. Employees should practice appropriate email etiquette when
communicating professionally with colleagues, customers or other stakeholders. In this article, we explain what
email etiquette is and provide a list of examples and tips.

What is email etiquette?

Email etiquette is the use of appropriate language, conventions and formality in an email. Business emails usually
demand formal language and strict adherence to proper grammar and spelling. Using appropriate email etiquette
shows the email's recipient that you care about your relationship with them, you value your professionalism and
you represent the company for which you work well.

Email etiquette examples

Review this list of excellent email etiquette examples to see how to structure your own professional emails:

1. Maintain a professional tone.

2. Employ a clear subject line.

3. Use punctuation.

4. Practice correct grammar.

5. Include a salutation.

6. Conclude with a signature.

7. Check the recipient's name.

8. Use sentence case.

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 9. Include acceptable fonts.

10. Include hyperlinks.

11. Note any attachments.

12. Use an out-of-office reply.

13. Explain yourself.

14. Keep the information public.

15. Proofread your message.

Maintain a professional tone

Business emails should have a professional tone that uses clear, appropriate language rather than abbreviations
and colloquialisms. The following sample portrays a professional tone:

Dear Ms. Morgan,

Are you available to meet on Wednesday at 2:00 pm to discuss your payment plan? Please respond at your earliest
convenience. I appreciate your time and look forward to seeing you soon.

Sincerely,

Tom Brown

Employ a clear subject line

The email's subject line informs the recipient of what they can expect to find in the email's body. It may help
them triage their emails or begin finding information for a response before reading the full message. Make email
subject lines clear and straightforward, such as the following examples:

Subject: Marketing Analytics for March 2020

Subject: Tomorrow's Meeting Agenda

Subject: Updated Benefits Package Information

Use punctuation

Punctuation makes reading an email much easier. Use commas, periods, question marks, apostrophes and

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quotation marks to create complete sentences and separate ideas. Use exclamation points sparingly as noted in
the following example:

Good morning, Mr. Coates,

This is a friendly reminder that you have an appointment with our technician, Pat, tomorrow at 3:00 pm. Please
let me know if you need to reschedule.

Sincerely,

Brynn Marks

Practice correct grammar

Using the correct words and spelling shows that you care about your writing and representing the company well.
Take the time to review your writing for accuracy before sending your email. Watch for commonly misspelled
words and make sure you use the correct form of homophones, like "there," "their" and "they're." The following
sample portrays the use of proper grammar:

Good afternoon, John,

The clients are here, and they're waiting in the conference room when you're ready. Thanks!

Best,

Andy

Include a salutation

Address the recipient of your email with an appropriate salutation. Use a formal greeting with their first name if
they're a colleague or co-worker or their last name if they're a supervisor or client, such as the following
examples:

Dear Mary,

Good morning, Ms. Arnold,

Good afternoon, Mr. Harper,

Conclude with a signature

Include a closing with your name and professional business signature. Usually, a signature block includes your

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name, title, email address and direct phone number. The below example shows how a professional signature can
look:

Sincerely,
Gary Hoffman
Direct Sales
ghoffman@email.email
555-555-5555 ext. 123

Best,
Colleen Stewart
Occupational Therapist
colleen@otspecialist.email
555-555-5555

Check the recipient's name

Make sure you spell the recipient's name correctly. Double-check the spelling and any honorifics, like Doctor or
Professor or Captain, using the following examples for guidance:

Dear Lt. Col. Mohan,

Good morning, Ms. Beaulieu

Good afternoon, Professor Whalen,

Use sentence case

People often keep all letters lowercase when using quick communication platforms like texting and instant
messaging. However, emails should use sentence case for the body of the email, meaning you should capitalize
the first letter of each new sentence and all proper nouns. See the following sample for the proper use of sentence
case:

Good afternoon, Anne,

Our meeting with Amy and John moved from Lattes and Latkes to Mochas and Muffins this afternoon. I'll meet
you in the lobby at 2:00 pm to walk over together. Thanks!

Best,

Katie

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Include acceptable fonts

Use a standard, easy-to-read font for your emails, such as Ariel or Times New Roman. Keep the font size between
11 and 14.

Include hyperlinks

Including resources in the form of links to applicable websites is a useful practice. Instead of copying and pasting
a full link in the email's body, hyperlink the URL to a descriptive piece of text. Use the following sample for
guidance:

Good morning, John,

Here's the article, 20 Best Practices for Email Etiquette in the Workplace , I told you about yesterday. I think it
will help your whole team improve their email etiquette.

Best,

Jane

Note any attachments

Explicitly state if you've attached any documents or files so that your recipient sees them. If they're large, make
note of their size so that the recipient can download the documents, and remove the email from their inbox to
keep it clear for more incoming emails. Note the following example:

I've attached the social media audits for October below. Please note that they're large files, so you may want to
download them.

Use an out-of-office reply

If you'll be out of the office, set up an automatic out-of-office—or "OOO"—reply. This way, colleagues or customers
trying to reach you will know you're on vacation. Include the dates you'll be out of the office, your return to work
date and a contact for people who need immediate help. Use the following as an example:

Hello,

I am out of the office from Monday, September 3rd to Friday, September 7th. I'll be back in the office on Monday,
September 10th. If you need help before I return, please contact Tiffany Dubois at tdubois@work.email or 555-
555-5555 ext. 123 for help. Thank you!

Sincerely,

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Jack Bowler

Explain yourself

When referencing a meeting or conversation, be clear and provide details so the recipient is certain about the
event you're discussing. Clarity and specificity in your email explanation will improve overall communication, as
noted in the following example:

Good morning, Arnie,

I'm following up on our meeting regarding my PTO. We discussed my vacation for the end of April yesterday
morning. Do you know if the team has approved the PTO? I appreciate your help!

Best,

Alex

Keep the information public

Information and details included in business emails should be shareable. It's best to have sensitive or confidential
conversations in person rather than over email to avoid accidental forwarding or publishing of the information.
Use the following sample to guide you:

Good morning, Ms. Price,

I would be happy to discuss that with you. Are you able to come to the office tomorrow around noon? I look
forward to seeing you!

Sincerely,

Ethan Goss

Proofread your message

Proofreading is essential. Typos and word misuse happen to everyone occasionally but with a quick re-read of
your email, you can catch glaring errors and improve your professional reputation.

Original: Good morning, Mr. Jones,

I can see you at 2:00 p.m. as discussed. Were should we meet?

Best,
Harry

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After proofreading: Good morning, Mr. Jones,

I can see you at 2:00 p.m. as discussed. Where should we meet?

Best,
Harry

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