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Email Etiquette 27 February 2023

The document outlines the importance of netiquette and email etiquette, emphasizing proper communication practices in online interactions. It provides guidelines on email content, tone, and structure, as well as the importance of respect and politeness when communicating with lecturers. Additionally, it includes details about upcoming assignments related to email etiquette and the Student Disciplinary Code.

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onthatilemoepe
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9 views25 pages

Email Etiquette 27 February 2023

The document outlines the importance of netiquette and email etiquette, emphasizing proper communication practices in online interactions. It provides guidelines on email content, tone, and structure, as well as the importance of respect and politeness when communicating with lecturers. Additionally, it includes details about upcoming assignments related to email etiquette and the Student Disciplinary Code.

Uploaded by

onthatilemoepe
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Legal Skills

JJSV100/JJSV1X0

Internet etiquette (Netiquette) and the Student Disciplinary Code


NETIQUETTE

• Netiquette - Network etiquette or Internet etiquette


• Similar to the way etiquette is a code of polite
behavior in society, netiquette is a code of good
behavior on the internet.
• This includes several aspects of the internet such
email, social media, online chat, web forums, website
comments and other forms of online communication.
WHY IS EMAIL ETIQUETTE IMPORTANT?

□ We interact more and more with the written word


all the time.
□ Without immediate feedback from the reader, it’s
easy to be misunderstood.
□ Email is still a form of formal correspondence.
THE BASICS

• Think twice about whether or not the content


of your email is appropriate for virtual
correspondence - once you hit send, anyone
might be able to read it.
• Respond to emails timeously.
• Use a professional font, not decorative.
• Be cautious about sending personal information.
SUBJECT (HEADING)

• All emails must have a meaningful subject.


• Should give your reader an idea of the content of
the email.
• Should be appropriate, for example: Legal Skills -
Legal Memorandum Assignment.
• For example, it is important to indicate the module
to which you are referring.
RESPONDING

• Be conscious of responding to the sender or


“Reply to all”.
Do not overuse Reply to all
• Only cc others when necessary.
• Be conscious of your recipient.
• Don’t expect an immediate response.
TONE

• Write in a positive tone


• When I complete the assignment versus If I
complete the assignment.
• Avoid using negative words.
◦ Words that begin with “un, non, or ex” or end with
“less”.
• Use smiles  , winks ;-) and other graphical
symbols only when appropriate (i.e.
friends).
• Use contractions to add a friendly tone.
• Use please and thank you.
CONTENT
• Check your grammar and spelling.
• State what you mean.
• Use proper structure and layout.
• Be efficient
◦ Emails that get to the point are much more
effective
• Address all the questions or concerns to avoid
delays.
• Read the email before you send it
• Please don’t use abbreviations.
• Try to keep the email brief (one screen length)
CONTENT DON’TS

• Do not use sarcasm or rude jokes.


• Do not respond if you are upset. Take some time
to cool off and consider appropriate response.
• Do not attach unnecessary files.
• Avoid using CAPITAL letters.
• Leave out the message thread.
• Do not use long sentences.
• Do not include irrelevant information.
SHOWING RESPECT

• Acknowledge that you know the lecturers are busy


and respect their time.
• When asking for a favour, give the lecturer the
option of saying no.
• Provide possible solutions to problems.
MAKING AN APPOINTMENT

• Schedule a few days in advance when


possible.
• Let the lecturer know when you are available
– days and times.
• Avoid writing “today” or “tomorrow.” You
don’t know when the lecturer will see your
email. Rather you refer to dates (i.e. 20
February 2023).
DEMANDING VS POLITE REQUEST

• Without intonation (pitch) and facial


expressions, you must find other ways to be
polite.
• “Please” can help but can sometimes sounds
pushy.
◦ Please send me your comments by tomorrow
21 February 2023.
◦ Could you please send me your comments?
◦ Would it be possible for you to send me your
comments by tomorrow 21 February 2023?
BUT, DON’T BE OVERLY POLITE

What not to write:


Dear Mr Ntontela,
I hope to meet with you to discuss my paper for your
extremely interesting class. I know your brilliant and
insightful comments will make the paper so much
better. I need help to get through. I can meet with you
any time. I’ll rearrange my schedule if necessary.
What’s wrong with this message?
How would you fix it?
ATTACHMENTS

When you are sending attachments, include in the


email the filename and what it contains.
◦ Attached: “Project3Proposal.doc” with my proposal.
Consider sending files in word format or portable
document format (pdf) to ensure compatibility.
Remember: Attachments often carry viruses.
Note the following when attaching an
assignment:
• Must be in MS Word format (to allow for track
changes) and not PDF.
• The file name must be your student number.
IMPORTANT INFORMATION AND SIGNATURE
• Identify yourself.
• Include your student number, full names
and module code.
• Add specific information (such as the tut
group you are in)
• Keep it short.
• If you use a tagline or quote - Ensure a
quote or tagline is appropriate for everyone
to see.
VIDEO OF HOW TO WRITE A FORMAL EMAIL

Here is the link:


https://www.youtube.com/watch?v=AzXQfdnsWhE
Assignment 1

□ Email assignment
□ 5 marks
□ Due date: 9 March 2023.
□ Instructions will be explained during tut sessions
Assignment 2
□ Online quiz on the Student Disciplinary Code
□ 30 marks
□ Due date: 9 March 2023
□ Instructions on to complete online quizzes will be explained during the tut
sessions

Q – what
Q – why is it happens if
important to you
know the SD transgress
Code? the SD Code?
Q – where do
you find the SD
Code ?

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