Email Quality Worksheet
| Opening | |
| Greeting | • Use Greeting and Name appropriate to the relationship • Examples of Formal Greeting o Dear Mr. Freeman OR Dear Officer OR Greetings Officer • Examples of Semi Formal Greetings – Dear James • Examples of Informal Greetings – Hi Jim / Hey Jim |
| Name | Always use correct spellings of name Pay attention to first name and last name (don’t confuse between the two) |
| Subject | Title of email should be relevant to body & subject (most people read the subject and decide whether email is worth opening) |
| Email Etiquette / Product Knowledge | Skill |
| • Provides accurate and clear information • Courteous • Reply vs Forward (especially when including original emails / or internal communication • Acknowledgement of previous communications and actions • Set timeframe for response where appropriate |
• Appropriate format (eg. Bullet points vs paragraph) • Professional format o (intro / body / closing statement) • Adherence to email etiquette o Avoid using all Capitals or a font that is too large o Always spell check before sending |
| Written Quality | |
| • Spellings, grammar, punctuation • Appropriate use of abbreviations / acronyms / jargon |
|
| Closing Statement | |
| • Qualifying Statement (should you require any further information, please feel free to contact me • Standard Auto Signature (Regards, Full Name, Position title, Company Name, Contact Details) • Disclaimer |
Example of An Appropriate Email
From: Rajesh Sarin
Sent: Wednesday, 31 March 2021 2:15 PM
To: Harish Venkateswaran <[email protected]>
Subject: Feedback on Proposed Sonia Software
Dear Rose,
Thank you for your email.
As per your requested dated 26th March 2021, following is my response.
| • School of Engineering and Technology has a small percentage of students who are undertaking WIL • Most of these students are studying at Post Graduate level • Most of these students are international students and hence have very different needs for support and hand holding • SET also engages external placement providers to assist with these placements. |
The above items make it very challenging for the staff and it is imperative staff have access to a very robust
and friendly WIL information system, which in majority will be used by Hosts organisations, Placement
providers and internal staff. The system will also have a few touch points as far as students are concerned.
I will be providing you a detailed analysis of the Sonia software that you have proposed.
If you any queries or concerns, please do not hesitate to get in touch with me at the earliest.
Regards
Associate Professor Rajesh Sarin I BBA, GDM, GDIS, MISM, MBA, PhD
(c) I Snr MACS
Associate Dean (WIL & Engagement) | School of Engineering & Technology
CQUniversity Brisbane, 160 Ann Street, Brisbane, Qld 4000
P +61 07 3295 1141 I X 51141 I M +61 430 950 596
| E [email protected]
This communication may contain privileged or confidential information. If you have received this in error,
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