Precious Blackwell SharePoint Email Style Guide Submission

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Gear Up, Past Year Up: A Year Up Student's Email Style Guide to Success

Precious L. BlackwellLCL: Class A

October 5, 2014

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Table of Contents

Gear Up, Past Year Up: A Year Up Student's Email Guide to Success………………………..1Table of Contents………………………………………………………………………….……2Introduction……………………………………………………………………………………..3Email Tips………………………………………………………………………………………4Email Tips (continued)…………………………………………………………………………5E-Mail #1: Leave of Absence…………………………………………………………………..6E-Mail #2: Project Status Report……………………………………………………………….7E-Mail #3: Request for More Work/Responsibilities..................................................................8E-Mail #4: Invitation to Office Party……………………………………………….…………..9E-Mail #5: Meeting Request…………………………………………………………………..10E-Mail #6: Reference Request………………………………………………………………...11E-Mail #7: Permanent Employment RequestConclusion…...……………………………………………………………………….……….13Works Cited…………………………………………………………………………………..14

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Introduction

Have you ever sent out a friendly email to a classmate, instructor, colleague, or even boss and instantly thought, “I probably should not have sent that?” Maybe you were a bit too friendly or maybe you should not have put your entire email in ALL CAPS? Perhaps we all need a refresher in email and business etiquette. First off: what is email etiquette? Business etiquette and email etiquette refer to conducting oneself in a professional manner at all times, whether sending an email or doing simple tasks in the office. Business and email etiquette are important because it aids in showing supervisors and colleagues that individuals have what it takes to communicate and bring influence in the professional arena. Professionalism is what makes people in the workplace stand out. Business and email etiquette help to establish and maintain boundaries in the workplace as well as create a safer work place for individuals. Email etiquette is very important because it helps professionals to understand and practice the big difference between communicating with family and friends and communicating with classmates, colleagues, prospective or current bosses. Most people fail to realize that email is also a way to build rapport as well as give a lasting impression of themselves to recipients, especially recipients who are integral to their growth and advancement in the professional arena. The following guide will charge individuals to gear up, whether it is in a lucrative training program, such as Year Up, an organization or company, such as Google, Inc. or Hyatt, or communicating with classmates or professors.

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Email Tips

1. Make sure all emails include a subject line.a. It is very important for an email to contain a subject line because recipients of that

email have the right to know what they are opening. Because of the suspicion that the threats of many computer viruses, malware, and spyware bring, many people will not open an email without a subject, fearing that their computers, mobile devices, and personal information are at risk. A subject line also serves as a great reminder for someone who may have forgotten about a project or an update. Make sure the note accurately reflects the message of the email.

2. Make sure all emails include a greeting (i.e. Hello, Good Morning, Hi, etc.)a. It is important for emails to contain a greeting. Think of this concept as walking

up to someone you may have met once or even your boss to relay information or provide an update. Would you just walk up and start talking, or would you greet the person with a “Hi, how are you?” and then begin talking? One would choose the ladder. Emails should be handled the same way. Do not talk at a recipient; Talk to a recipient by giving them a friendly greeting and then transition into the subject at hand.

3. Make sure all emails include an introduction or openinga. Including an introduction in emails is important because it, along with a greeting,

is a transition into the message of your email. Try not to jump directly into conversation. Treat an introduction and a greeting as warming the recipient up to a professional conversation.

4. Make sure all emails include a conclusion or closing a. Including a conclusion in emails is important because it is a good way to remind

recipients of key points mentioned earlier in the email.

5. Make sure all emails include a signature line (i.e. Best, Best Regards, Warm Regards, etc.) that includes an alternative way to get into communication with the sender.

a. It is important to include a signature with alternative contact information because it serves as that final reminded to recipients. Signatures are the mark of the sender. It is one thing recipients will remember them by.

6. Avoid using flashy fonts, big font sizes, and psychedelic colors. Stick to one or two specific fonts, size 12 font, and one or two colors.

a. It is important not to use overly flashy fonts and colors because flashy fonts and colors can potentially distract recipients from the main idea or purpose of the email. Allow the recipient to remember your professionalism and message, not remember your email for being too over-the-top for a professional setting.

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7. Avoid over-capitalization in emails (i.e. HELLLOOOO GUYS!!! WHAT’S GOING ON??)

a. It is important that all caps is not used because all caps creates emotional connotations, most of the time, negative connotations. Do not give recipients the impression that they are being yelled at.

8. Make sure that the content of all emails sent in the workplace or to other professionals is indeed professional. Avoid talking about subjects that are not meant for the workplace in emails.

a. It is important to keep all emails professional because companies and organizations have the right to screen all emails being sent and received using their servers as well as their company emails. Keeping the content of emails professional further helps to maintain safe boundaries amongst colleagues.

9. Proofread: always check grammar and spelling before sending the final draft of any emails.

a. Proofreading emails before they are sent is extremely important because that gives the sender the chance to make sure the email is spotless. Senders have a more positive affect on recipients when they show that they are detail-oriented when it comes to being as professional as possible, even in emails.

10. Choose your email address wisely.a. It is important to choose your email wisely because perception is everything. The

sender should make sure his or her email is a professional looking email (i.e. [email protected], not [email protected]).

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E-Mail #1: Leave of Absence

TO: _____________________FROM: [email protected]: Request for Two Day Leave of Absence for Family EmergencyDATE: October 1, 2014

Hello Mr. Franks,

I hope that this email reaches you well. I am emailing you because I would like to request a two

day leave of absence for a family emergency. If possible, I would like to leave work on October

3rd and return on October 5th.

If approved, I will be traveling on the road, but I will be able to assist with any questions or

concerns via email or phone.

Please contact me if you have any questions.

Thank you,

Precious L. Blackwell

Year Up Chicago

Chicago, IL 60606

(773) 966-9817

[email protected]

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E-Mail #2: Project Status Report

TO: __________________; _____________________; _____________________FROM: [email protected]: Action Requested: Project Completed Ahead of TimeDATE: October 1, 2014

Hi Everyone!

I hope this email reaches you all in great spirits. I am emailing you all to inform you that I have

completed the project before the deadline. I have carefully reviewed everything. I would greatly

appreciate it if you all could take a look at the project and give me your feedback. The file is a

pretty big file, and I would like to just confirm with each of you if it is okay to attach that file to

a follow-up email and also that each of you will have the time to download and view it. It would

be greatly appreciated if you guys could reply back with your thoughts on receiving and

downloading the file.

Thank you all in advance for your time, and I look forward to hearing from you all soon.

Best,


Year Up Chicago

Chicago, IL 60606

(773) 966-9817

[email protected]

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E-Mail #3: Request for More Work/Responsibilities

TO: ______________________FROM: [email protected]: Requesting for More Work, All Assigned Projects CompletedDATE: October 1, 2014

Hello Mr. Franks,

I hope this email reaches you well. I am emailing you to inform you that I have successfully

completed all of the projects assigned to me. I would like to know if there are any new projects

that I can have my hand in. I am keen to progress and growth within the team and the company. I

would greatly appreciate your consideration of giving me more responsibilities at work. My goal

is twofold as I would love to continue to learn as an employee here. My mind is beaming with

new ideas that I would like to share with you as well. I look forward to hearing your thoughts on

this matter.

Thank you for your consideration.

Warm Regards,


Year Up Chicago

Chicago, IL

(773) 966-9817

[email protected]

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E-Mail #4: Invitation to Office Party

TO: ___________________; ______________________; _____________________FROM: [email protected]: Halloween-Themed Office Party on Friday, October 31, 2014DATE: October 1, 2014

Good Afternoon Everyone!

I hope this email reaches you all in great spirits. You are invited to an office party to celebrate

Halloween. The party will be held on Friday, October 31 at 3:30 PM in the learning community

room on the 4th floor. Snacks and beverages will be provided. All that you need to bring is your

enthusiasm and some creative costumes, if you would like to dress up!


Best Regards,


Year Up Chicago

Chicago, IL 60606

(773) 966-9817

[email protected]

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E-Mail #5: Meeting Request

TO: _____________________FROM: [email protected]: Meeting RequestDATE: October 1, 2014

Hello Mr. Franks,

I hope your day is going well. I am emailing you to see if it is possible to schedule a meeting

with you some time during this week. At this meeting, I would like to discuss with you the

progress of the Email Style Guide project that I have been working on. I have been putting in

overtime for the past two weeks working on the project as well as completing my other assigned

projects. I would like to get some wisdom and insight from you on how to handle that overtime.

Also, I would like to receive your feedback on the overall progress I have been making here at

the company and suggestions for any growth areas that you think I may have. I would like to

know what your availability is for this week and if it is possible to schedule a meeting with you

during this week. I look forward to hearing from you soon. Have a wonderful day.


Thank You,


Year Up Chicago

Chicago, IL 60606

(773) 966-9817

[email protected]

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E-Mail #6: Asking for a Reference (Post Job or Internship)

TO: _____________________FROM: [email protected]: Reference Request- Precious BlackwellDATE: October 1, 2014

Hi Mr. Franks,

I hope this email finds you well. I am emailing you to ask if you could do me the great honor of

providing a reference for me. I would sincerely appreciate it if you could attest to my

employment qualifications and the skills that I have acquired while working for Hyatt.

I am in the process of pursuing a new position, and I know that my job search possibilities would

be greatly enhanced by a positive reference from you.

If this request is approved, please contact me if you have any questions or if I can provide you

with any further information about my qualifications and skillset to better assist you with your

reference. I can be reached by email at [email protected] or by phone at (773) 966-

9817.

Thank you for your consideration, and I look forward to hearing from you soon.

Thank you kindly,


Year Up Chicago

Chicago, IL 60606

(773) 966-9817

[email protected]

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E-Mail #7: Temporary Employee or Intern to Permanent Employee Request

TO: ______________________FROM: [email protected]: Application for IT Help Desk Specialist DATE: October 1, 2014

Good Morning Mr. Franks,

With great pleasure, I learned that HR will soon be accepting applications for a full time

permanent IT Help Desk Specialist position. I have been employed as an intern since April, and I

am very interested in staying on at Hyatt in a permanent position. I am asking if you could please

accept my application and resume for review.

Working at Hyatt has been extremely rewarding for me, as I have attained experience in

customer service, project management, computer hardware, software configuration, and

technical support.

I would sincerely appreciate the opportunity to become a permanent employee. I feel that my

previous experience and the commitment and eagerness to learn that I have shown as an intern

make me a great candidate for the open position.


I thank you for your consideration, and I look forward to hearing from you soon.

Best Regards,


Year Up Chicago

Chicago, IL 60606

(773) 966-9817

[email protected]

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Conclusion

Every message or topic expressed in the previous email examples is important and relevant to the work place. There will be times when employees are on the job and must miss a couple of days due to uncontrollable circumstances. There will be times when employees may need to schedule a meeting concerning specific issues or topics with their bosses. There will be many times when employees need to update their bosses and/or team members on the progress of their parts assigned in a project. Alongside that, there may be times when a permanent employee or temporary employee/intern may have completed his or her projects or assignments and wants to take stand-out-initiative and pursue more responsibilities and projects. An employee may need to send something as simple as an invitation. Emails six and seven are the most unique of the email examples. It is important for employees and interns to remember that advancement is good. Many employees may have the desire to move up the ladder in their careers. It is important for employees to remember to pace themselves. When that time comes for advancement, that desire should also be expressed as professionally as possible. Email examples six and seven represent advancement in careers. There may be times on a temporary job or internship when an employee really likes the company he or she works for and wants to stay, and he or she takes that initiative to ask for the opportunity to stay and grow within the company. Sometimes an employee or intern is ready to spread his or her wings and advance in his or her career and wants to use his or her previous employer as a reference. All of these scenarios and many more can occur in the workplace. Regardless of the situation, it should always be handled professionally. Those individuals who are always one step ahead are the ones who stand out. Are you going to take the challenge and gear up?

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Works Cited

"Email Overload." NGenius. N.p., n.d. Web. 1 Oct. 2014.

Precious Blackwell SharePoint Email Style Guide Submission

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