Office Communication and Branding

What We’ll Cover Email Etiquette

Answering the phone

Websites

Publications

Stationary and clothing

Email Etiquette: Subject line

Always use them

Say something informative

Don’t sound like spam

Reflect the entire content

Shorter is better

Update subject line when conversation changes

Email Etiquette:Using To, Cc, and Bcc

Put names in To field in proper order

To is not Cc

Do not share private addresses

Be aware of escalation with Cc

Tell recipients to reply or reply to all

Use Bcc with caution

Email Etiquette:Opening and Closing

Do not address people by their full names

Be aware of generation preference

Use titles where appropriate

Move to first person when appropriate

Know when to eliminate the opening

Signature block

Email Etiquette: Appearance

Fonts should not overwhelm the message

Standard 12 point font

Black font

Do not use backgrounds, emoticons, or electronic signature quotes

Email Etiquette: Misc. Proofreading

Don’t send emails angry

Answering the Phone Oklahoma Cooperative Extension should

be predominant

Examples “Good morning. Oklahoma Cooperative

Extension, Tulsa County.” Oklahoma Cooperative Extension Service,

Grant County. This is Suzie.”

Websites Brand your site

Keep it updated

Keep it simple and easy to use

Publications Brand your newsletters, flyers, and

brochures

Be consistent

Meet the needs of your audience

Provide contact information

Include equal opportunity statement and cost disclosure, if private funds were used

Stationery and Clothing Letterhead

Envelops

Business cards

Wear your OCES nametag and lapel pin

Wear OCES logo apparel when appropriate

This module was put together by Krista Anderson - March 2013

Contact her for more assistance at akrista@okstate.edu or 405-744-7760

Sources: Texas Extension Service, Kim McCrackin, Oklahoma State University