Teach Middle East Magazine June 2014 Issue 2 Vol. 1 | Page 21

Inside The Staffroom

DON’T SEND ANOTHER EMAIL
BEFORE YOU READ THIS

H

ave you ever sent an email
without proofreading it and
then cringed upon reviewing
the sent message because
it had unnecessary typographical and
grammatical errors? Unfortunately,
we often hurriedly compose emails or
forget to respond to the ones we have
received. These scenarios may lead to
unfavourable outcomes.
Our
email
communication
with
colleagues,
administrators
and
business associates may be viewed
as a reflection of the level of our
professionalism. Therefore, this type
of communication necessitates that
we check our tone, pay attention to
grammar, address relevant issue(s)
and reply promptly. Let us bring it back
to basics with a helpful reminder on
email etiquette in the education setting.

Always proofread:

This is a principle that we should apply
to all of our online communications,
especially in a professional setting.
Proofreading is crucial because it
creates the difference between a
dismissed message and receiving a
favourable response.

persons on emails for which they do
not need to be included. You have
a better advantage when you are
respectful and maintain discretion.

Keep it focused:

The UAE has many educators in
numerous offices who are not native
English speakers. Keep this in mind
when you write your emails. Let your
subject line match the message. Be
clear with what you are expressing.
Your intended message could get lost
if there are redundant details. Also,
be mindful that most persons tend
to ignore long emails due to hectic
schedules.

Respond:

When someone sends you an email,
they have committed time and thought
to the process. You should return the
courtesy by responding, even if it is
only to let the sender know that his/
her email has been received. Respond
in a timely manner (within 24 hours of
receiving the original message is best,
but up to 48 hours is acceptable).
This list is not exhaustive. We hope
that you will think about all the other
great tips that you should keep in mind
when writing and responding to emails.

Diplomacy is your friend:
It is easy for someone to misinterpret
the tone of an email. Be diplomatic.
Never write or respond to an email
when you are feeling emotional. An
emotional response can suggest
that you are either on the offensive,
insincere or being too defensive.
The general rule dictates that in a
professional setting you never
make it personal even if it is.

Proofreading enables us to minimise
errors, eliminate traces of personal
bias, adjust tone and give better focus
to what we really want our email to say.

Follow the chain of
command:
In every institution, there are protocols
in place to manage the daily challenges.
One of these protocols is following the
chain of command.
Do not skip anyone in an attempt
to accelerate attaining your desired
outcome. If we do, it indicates that we
are undermining authority. It may also
serve to exacerbate the situation. Keep
this in mind when you are tempted
to “copy” or “blind copy” important

Class Time

June 2014

19