Professional phone-email-etiquette-

1. Phone and Email Etiquette
What You Should Know Before You Hit Send

2. Phone and Email Etiquette
Etiquette Basics
• Know your audience
• Choose an appropriate tone
• Do not be overly familiar with those you don’t know well
• Always identify yourself
• Use both your first and last name
• Use proper grammar and standard English
•Be polite

3. Phone and Email Etiquette
Phone Etiquette Basics – Voicemail Greeting
• Listen to your greeting
• Is the content appropriate for all users
• Do you clearly identify yourself?
• Does your voice convey the right ‘brand’ or image?

4. Phone and Email Etiquette
Phone Etiquette Basics – Leaving a Message
• Enunciate and speak slowly
• Repeat both your name and contact information
• Speak at a reasonable speed and clearly indicate why you are
calling
• If using a cell phone, make sure you have good reception

5. Phone and Email Etiquette
Phone Etiquette Basics – Responding to a Message
• Check messages at least once per work day
•Respond promptly
• Return all professional calls within 1 business day
• If you will be out of the office or unavailable for an
extended period, use a vacation greeting
• Provide contact information for someone else who can assist
with urgent needs

6. Phone and Email Etiquette
Email Etiquette Basics – Sending Email
• Choose an appropriate email address for professional use
• Include a relevant succinct subject line
• Begin each email with a polite salutation
• Close each email respectfully
• Use proper grammar, paragraphs and standard English
• No slang, emoticons, or IM language
•Do NOT indiscriminately use ‘Reply all’, ‘cc’, ‘bcc’

7. Phone and Email Etiquette
Email Etiquette Basics – Responding to Email
• Respond within 1 business day (24 hours)
• Reply even if the message wasn’t intended for you
• Do NOT indiscriminately use ‘Reply all’, ‘cc’, ‘bcc’
• Begin and close the response email politely
• Be sure to address any/all points in the original email
• Use proper grammar, paragraphs and standard English
• No slang, emoticons, or IM language

8. Phone and Email Etiquette
Email Etiquette Basics
• DO NOT SCREAM AT PEOPLE. ALL CAPS IS SCREAMING. IT IS
DIFFICULT TO READ AND IS EXTREMELY ANNOYING!
• Double check your tone
• Proofread (and spellcheck)
• Make sure you have included any necessary attachments
• Send attachments in the right form
• Be polite
• ‘Please’ and ‘Thank You’ go a long way

9. Phone and Email Etiquette
Practice
•Create/Share Voicemail Greeting
•Leave a Voice Message
•Create/Share Professional Email Address

10. Phone and Email Etiquette
Additional Resources
• ASU Fulton Engineering Career Center
• http://more.engineering.asu.edu/career/
• Purdue Owl – Email Etiquette
• https://owl.english.purdue.edu/owl/resource/636/01/
• Respectful Workplace – Phone and Email Etiquette
• http://www.respectfulworkplace.com/2013/01/17/respectful-
phone-and-email-etiquette/
• Business Insider – Email Etiquette for Professionals
• http://www.businessinsider.com/email-etiquette-rules-barbara-
pachter-2013-10

11. For More Information
Connect with
Fulton Engineering Career Center
Phone: (480) 965-2966
Email: engineering.careers@asu.edu
Website: http://engineering.asu.edu/career
Sun Devil CareerLink: MyASU>Campus Services>Jobs & Careers>Sun Devil
CareerLink
Facebook: Engineering Career Center Arizona State University
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