Email Etiquette

Note: Teachers are busy with your child’s academic success. They have been asked to reply within 48 hours of receiving an email. Please be patient.

1. Answer all questions.
If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions. Answering all questions will save time and cause less confusion.

2. Don't leave out the message thread.

(Thread: one of a series of messages in an Internet discussion.)

When you reply to an email, you must include the original mail in your reply, in other words click “Reply,” or “Reply with history” depending on your email program.
It is difficult to remember each individual email and previous conversations if  'threadless email' is sent. It will not provide enough information and both recipients will spend a long time to find out the context of the email in order to reply. Leaving the thread might take a fraction longer in download time, but it will save the recipient much more time and frustration in looking for the related emails in their inbox!

3. Be concise and to the point.
Do not make an email longer than it needs to be. Remember that reading an email is harder than reading printed communications.

4. Use a meaningful subject.
Try to use a subject in the subject line will be meaningful to you and the teacher. This will help to quickly identify who and what the message will be about.

5. Do not write in CAPITALS.
IF YOU WRITE IN CAPITALS IT MEANS THAT YOU ARE SHOUTING. This is regarded as rude. Please do not shout.

6. Abbreviations and emoticons (emotion icons).
Try not to use abbreviations such as BTW (by the way) and LOL (laugh out loud). Recipient might not be aware of the meanings of the abbreviations. The same goes for emoticons, such as the smiley :-). If you are not sure whether your recipient knows what it means, it is better not to use it.

emoticon (emotion icon): a symbolic picture used in computer communications to convey emotions, constructed by arranging standard keyboard characters that are usually to be viewed sideways. A smile might be represented as :-).

7. Read the email before you send it.
A lot of people don't bother to read an email before they send it out, as can be seen from the many spelling and grammar mistakes contained in emails. Reading your email will help you send a more effective message and avoid misunderstandings and inappropriate comments.

8. Avoid using URGENT and IMPORTANT.
You must at all times try to avoid these types of words in an email or subject line. Only use this if it is a really, really urgent or important message. However, if there is a concern of utmost importance please call the office or schedule a time to meet with the teacher.

9. Do not attach unnecessary files.
By sending large attachments you can bring down the e-mail system. Wherever possible try to compress attachments and only send attachments when they are needed. Moreover, you need to have a good virus scanner when sending an attachment to avoid sending viruses. Please do your part to protect our computers and system.

10. Do not use email to discuss confidential information.
Sending an email is like sending a postcard. If you don't want your email to be displayed on a bulletin board, don't send it. If you need to discuss confidential information with a teacher please meet with them in person.

11. Don't send or forward emails containing offensive, racist or obscene remarks.
Sending or even just forwarding an offensive remark in an email may result in court cases resulting in penalties. Moreover, never make any offensive, rude, sexist or racially discriminating comments in emails, even if they are meant to be a joke.

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