Xcom/285 Appendix D

E-mail Etiquette Read the following e-mails. For each e-mail: • Describe any content and formatting errors found. • Determine if the content is appropriate for a workplace setting. If it is, explain why. If not, identify the errors made and rewrite the e-mail, to be appropriate. | |E-mail One | |To: Tom | |Subject line: Talent Reallocation | | | |Tom, | | | |This e-mail is in reference to the two employees who are going to be terminated Friday. We have determined that they are Nicole Stone| |and Lorenzo Torres.As we discussed yesterday, their performances are not on par with those of other employees in the accounting | |department; interventions with these employees have not been successful in helping them improve their performance. Let’s plan to meet| |with them individually in the conference room between 3:00 and 4:00 p. m. | | | |Thanks, | |Andrea | | Responses to questions 1 and 2. | | | |The writer did not include her last name or contact information in her signature. | |It is appropriate as long as Andrea is peaking to a fellow management memeber | |Rewrite e-mail if necessary | | | |E-mail One | |To: Tom | |Subject line: Talent Reallocation | | | |Tom, | | | |This e-mail is in reference to the two employees who are going to be terminated Friday. We have determined that they are Nicole Stone| |and Lorenzo Torres. As we discussed yesterday, their performances are not on par with those of other employees in the accounting | |department; interventions with these employees have not been successful in helping them improve their performance.Let’s plan to meet| |with them individually in the conference room between 3:00 and 4:00 p. m. | | | |Thanks, | | | |Andrea X | |Direct: 555-555-5555 | |Email: [email protected] com | | | | |E-mail Two | |To: Manager | |Subject line: doc u wanted | | | |Dear Manager, | |Attached to this e-mail is the doc you wanted with the info on that lake project. I hope everything in it is str8 and the way U want | |it!!!! | | | |BTW, did you see Last Comic Standing last night? I was totally ROFL at the bald dude!! -} | | | |B Cool, | |Employee X | |Responses to questions 1 and 2 | | | |In this email the author is using texting terminology and not business verbiage. | |It is not appropriate for the writer to refer to something he or she watched on television the night before. |Rewrite e-mail if necessary | | | |E-mail Two | |To: Manager | |Subject line: The document you requested | | | |Dear Manager, | | | |Attached to this email is the document you requested. It contains information on the Lake Project. I hope I have sent everything | |you need. If there is anything further please feel free to contact Sincerely, | | | |Employee X | | |E-mail Three | |To: Cubicle Neighbor | |Subject line: COURTESY | | | |Dear Cubicle Neighbor, | |I really do not appreciate it when you talk loudly on the phone. It is hard for me to think straight and get my work done.YOU ARE | |NOT MORE IMPORTANT THAN ANYONE ELSE AROUND HERE!!!!! You should be more considerate of the fact that we are in an open workspace. | |THANKS for what I assume will be an improvement that is NEEDED. | | | |Your neighbor | |Responses to questions 1 and 2 | | | |There should be space between the introduction and the email body. | |The writer should also not use all capital letters as if they are yelling at the reader. |Rewrite e-mail if necessary | | | |E-mail Three | |To: Cubicle neighbor | |Subject line: Courtesy email | | | | | |Dear Cubicle Neighbor, | |I really do not appreciate it when you talk loudly on the phone.It is hard for me to think straight and get my work done. You should| |be more considerate of the fact that we are in an open workspace. I am not trying to cause trouble. I just wanted to express my | |concerns. Thank you for taking time out to listen to my concerns. | | | |Thanks you, | | | |Your Neighbor | | | | | | |E-mail Four | |To: All company employees | |Subject line: URGENT—Your reply needed TODAY | | | |Employees, | |About 25% of you have not let me know whether or not you plan to attend the company cookout Saturday. We have to provide the caterer | |with a final number TODAY, so I need those of you who have not let me know to e-mail me ASAP and tell me if you are coming and how many | |family members you are bringing. This is urgent, so please don’t delay in responding. | | |Thanks, | |Carol | |Director | |Responses to questions 1 and 2 | | | |There should be space between the greeting and the body and also between the closing and the person name. Using all capitates is not | |very businesslike. It makes it seem as if you are yelling at the reader. | |The e-mail is not necessarily inappropriate for the work place. I think the email was fine except for the use all capital letters and | |the abbreviation of as soon as possible. | |Rewrite e-mail if ecessary | | | |E-mail Four | |To: All company employees | |Subject line: Urgent—Your reply is needed today! | | | |Employees, | | | |25% of you have not let me know whether or not you plan to attend the company cookout Saturday.We have to provide the caterer with a | |final number today, so I need those of you who have not let me know to e-mail me as soon as possible and tell me if you are coming and | |how many family members you are bringing. This is urgent, so please don’t delay in responding. | | | |Thanks, | | | |Carol | |Director | | |