A Guide to E-Mail and Phone Etiquette

By Sarah Christine Davis on November 2, 2015

Us millennials are the kings and queens of digital communication. From messaging friends on Facebook to interacting with strangers anonymously on apps like Yik Yak to tweeting our favorite celebrities and hoping for a “favorite” on Twitter, we casually take advantage of the amazing communication opportunities presented to us.

We also must communicate in formal situations. Sometimes, we’re writing a major paper at 8 p.m. and have a question. More than likely, the professor isn’t going to be available in person, so you have to shoot him or her an email. Additionally, employers seeking out potential new workers are increasingly using telephone interviews.

There is a certain etiquette that is vital to you as a student and prospective employee in these situations. It should be obvious that speaking to figures of authority affords a different type of speech than should be used when texting your friend about the party coming up this weekend.

With every digital interaction with a figure of authority comes an opportunity to shine or go dull. However, many people don’t know how to employ proper etiquette when speaking via email or on the phone with such a person. This is important knowledge to have since so much communication is now digital.

If you don’t know your e-mail or phone etiquette, or you’d like to brush up your knowledge, continue reading to learn a few tips, must-dos, and must-don’ts.

E-mail Etiquette

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The first thing that you see in an e-mail isn’t even part of the e-mail body itself – it’s the subject line. Be sure that your subject line is brief while still giving the person a general idea of what your e-mail is about. Obviously, “Questions About Paper” is much better than “Not Sure If I Should Use WikiHow As A Source And Can You Check If I Used MLA Format Correctly And Can You Please Tell Me If I Stayed On Topic.”

US News also smartly suggests not sounding overly demanding in your email.

They say, “Never include demands such as ‘urgent request – immediate response needed.’ That’s the surest way to get your request trashed.”

It’s a good idea to think of the e-mail like a written letter. Include a proper greeting. “Heeeeyyy Bill!” is not how you would address Bill Nye. That’s Mr. Nye to you.

Your signature is also important. You don’t need an elaborate signature with all of your contact information and qualifications, but a simple “Sincerely” or “Best Wishes” can get you a long way.

You also wouldn’t include any emoticons in a written letter, so avoid those. Additionally, use proper grammar and spelling. Make sure that you aren’t using any odd, “hip” abbreviations or writing too conversationally.

On the same note, be sure that you proofread your email. It will take you two minutes to look over your email and make sure that you used the correct professor’s name, placed commas in the right places, and used the correct forms of “your.”

Major spelling and grammatical errors indicate carelessness towards the subject of the e-mail and the person you’re emailing, so be sure that you’re putting your best foot forward by stopping to proofread. If you’re really worried, you can get a friend to look over it, as well.

Phone Etiquette

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If you’re like most millennials, you despise speaking on the phone.

According to Business Insider, “Millennials are less practiced [on the phone], having grown up with email and text and AIM.” This can lead to major anxiety when it comes to phone calls.

However, having some basic knowledge about proper phone etiquette can make speaking on the phone a little less stressful.

The most important thing to do when you begin a phone call is introduce yourself. You may not think of this in your nervousness; you already know who you are, after all. However, a professor, employer, or the like would likely be incredibly confused to receive an urgent phone call or voicemail from a nameless person.

On that note, if you must leave a voicemail for someone, be sure to end by stating your phone number to make it easier for the other person to get back to you.

The person you’re on the phone with can’t read your body language; all they can hear is your voice. This means that tone is incredibly important. Sarcasm may not be the route to go if you’re speaking to a major authority figure – practice your professional, clear voice.

Additionally, pay attention to your volume. If you tend to speak too loudly or quietly in most situations, practice finding that happy medium.

A huge way to reduce anxiety and sound more professional over the phone is to practice what you’re going to say beforehand. What is the main message that you want to get across to the person? Figure out how to say it concisely. A long and winded phone call to someone without any pause breaks does not constitute proper phone etiquette.

Being knowledgeable about how to professionally handle e-mails and phone calls goes a long way in our modern society. Now that you have a bit more knowledge on these subjects, your next e-mail to a professor or phone interview with a potential post-grad employer should be a little less stressful.

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