Business Etiquette

1. Business Etiquette Thank You Letters and Email

2. What is etiquette? • Before you do something ask yourself, "What is the kindest way to do this?” • Etiquette should flow out of a gracious and kind heart and not be rigidly followed like a set of commandments. • Etiquette customs may vary from one culture to another so as the saying goes “when in Rome”…well you know the rest. • Social etiquette is the most common form of etiquette and it involves social graces.

3. Business Etiquette Tips • Remember everyone has a role. • Exercise prompt communication. • Maintain professional email communication. • Respect others’ time. • Dress for success. • Be punctual and mindful of time. • Be respectful and send a personalized thank you.

4. Email EtiquetteSending Emails • Make sure your e-mail includes a courteous greeting and closing. This helps to make your e-mail not seem demanding. • Address your contact with the appropriate level of formality and make sure you spelled his/her name correctly. • Spell check - emails with typos/mistakes are simply not taken as seriously. • Read your email out loud to ensure the tone is that which you desire. A few additions of the words "please" and "thank you" go a long way! • Be sure you are including all relevant details or information necessary to understand your request or point of view. • Are you using proper sentence structure? First word capitalized with appropriate punctuation? Multiple instances of !!! or ??? are perceived as rude or condescending. • If sending attachments, be sure to attach the document.

5. Sending Emails (Continued) • Refrain from using the Reply to All feature to give your opinion to those who may not be interested. In most cases replying to the Sender alone is your best course of action. • Make one last check that the address or addresses in the To: field are those you wish to send your reply to. • Be sure your name is reflected properly in the From: field. Jane A. Doe (not jane, jane doe or JANE DOE). • Type in complete sentences. To type random phrases or cryptic thoughts does not lend to clear communication. • Just because someone doesn't ask for a response doesn't mean you ignore him/her. Always acknowledge emails from those you know in a timely manner. • Be sure the Subject: field accurately reflects the content of your email. • Do not hesitate to say thank you, how are you, or appreciate your help when greeting your contact. • Keep emails brief and to the point. • Always end your emails with "Thank you," "Sincerely," “Best regards“ - something!

6. Formatting Emails • Do not type in all caps. That's yelling or reflects shouting emphasis. • If you bold your type, know you are bolding your statement and it will be taken that way by the other side - X10! • Do not use patterned backgrounds. Makes your email harder to read. • Stay away from fancy fonts -- only the standard fonts are on all computers. • Do not use emoticons. • Typing your emails in all small case gives the perception of lack of education or laziness. • Refrain from using multiple font colors in one email. It makes your email harder to view and can add to your intent being misinterpreted.

7. Sample Request for Job Shadow Dear Mrs. Smith: I received your name from, John Dean, your employee and a long time friend of my family. I am an eleventh grade student at Garnet Valley High School. As part of my Career Development class, I am required to job shadow someone in a field that I might like to enter after college graduation. I am contacting you to ask if you might have the time and willingness to allow me to come to your office and watch you work. As part of the day, I also have some short questions to ask you about your field and work place in general. I am available at your convenience. I look forward to your reply and thank you for your attention. Sincerely, Jane Doe 610-565-3409 (cell) janedoe@yahoo.com

8. Sample Introduction Email Dear Mrs. Perry, I am writing to introduce myself to you. I am a member of your second period ACE Career Development Class. We are learning about email etiquette, so I wanted to show you that I understood your entire lesson. I look forward to class next week! Sincerely, Bob Barker

9. The Thank You Letter • “Nearly 15 percent of hiring managers would reject a job candidate who neglected to send a thank you letter after the interview.” • “32 percent said they would still consider the thankless prospect but that their opinion of him or her might diminish.” CareerBuilder.com

10. Thank You Letter EtiquetteFour Components • In the first sentence, say “thank you for” and state the reason you are thanking the person. Example: Thank you for affording me the opportunity to work with you. • Next, express a further detailed appreciation. Example: I know how busy you are, therefore I truly appreciate you accommodating me. • Share specific reasons why you enjoyed the experience. Example: I thoroughly enjoyed interacting with the students in your classroom. • In the closing sentence, end with “Sincerely” when writing to someone you do not know well (an interviewer or job shadowing host). If you are writing to your boss, “Best wishes” or “Many thanks” might be an appropriate way to close your letter. Example: Sincerely, Jane Doe

11. Sample Thank You Letter Dear Mrs. Smith: Thank you for allowing me the opportunity to job shadow you. I thoroughly enjoyed my experience and now have a better understanding of what the engineering field entails. I appreciate the insight you provided me; it will aid me in my future career decisions.Thanks again for your all of your help. Sincerely, Jane Doe

12. Sample Thank You Letter Dear Mr. Roberts: I am writing to thank you for your hospitality in letting me spend the day job shadowing you. I learned so many new things about the nursing field and cannot wait to apply my new knowledge in the future. You showed me how exciting and interesting the field of medicine really is. I truly appreciate you affording me this opportunity. Sincerely, Jane Doe