ScottyLabs, being a student-run tech organization at Carnegie Mellon, sees a broad range of email communications from various corners of the community. Proper handling and organization of these emails are pivotal to ensure swift responses and actions.

Importance of Email Etiquette:

1. Efficiency: Efficiently handled emails minimize response time.
2. Organization: It's essential to sort out the clutter, ensuring vital communications don't get lost.
3. Professionalism: A structured approach showcases professionalism.

Typical Emails:

ScottyLabs predominantly receives four types of emails:

1. Marketing Emails: These may include event promotions, product recommendations, or collaboration requests from online services companies.
2. Recruitment Emails: Individuals interested in joining ScottyLabs often approach via this channel. It might also include partnership or collaboration requests from other CMU clubs.
3. Member Requests: Existing members of the ScottyLabs community might use this channel for a myriad of reasons, ranging from project updates, resource requests, or general queries.
4. Interested Layman: Students at Carnegie Mellon oftentimes reach out to join or have a simple question answered.

Guidelines for Email Response

1. Prioritize

   1. Immediate Attention:
      1. Emails indicating urgent issues or problems that might impact ScottyLabs' operations.
      2. Time-sensitive collaborations or event invitations.
   2. Secondary Attention:
      1. General queries or non-urgent requests.
      2. Partnership or collaboration suggestions that aren't time-sensitive.

2. Delegate | If you are the role or higher, then reply directly. Otherwise, reach out to someone you know of that role or higher.

   1. Marketing Emails ⇒ Any Director
   2. Recruitment Emails ⇒ Any Director
   3. Member Requests ⇒ Any Head
   4. Interested Laymen ⇒ Any Head

3. Response Time Targets

   1. Within 24 hours for priority emails
   2. Within 48-72 hours for anything else

4. Response | If you are the appropriate role and have some available time, then send a response on behalf of ScottyLabs! We have outlined some common emails with templates below.

   <aside> 💡 When responding to emails sent to hello, reply-all or make sure hello is cc'ed. This enables us to keep track of who has responded to which emails.

   </aside>

   <aside> 💡 Bonus: Use your @scottylabs.org email alias when replying.

   </aside>

Email Example Templates

Example Email

Example Response

Hi! My name is ____ and I’m really interested in joining ScottyLabs’ design team! However I missed the first GBM last Wednesday so I didn’t sign up to join the committee. Can I still sign up now? Also I want to ask about the time and location for Saturday’s meeting.

Thanks for your assistance! Best,

Dear ____, Thanks for reaching out! We're thrilled to hear about your interest in joining ScottyLabs' design team.

Although our first GBM, it's not too late to sign up. I've attached the signup form link [here]. As for the meeting on Saturday, it will be held at [Location] at [Time].

If you have any more questions or need further information, don't hesitate to ask.

Best regards, [Your Name] ScottyLabs

Hi,

I would like to discuss a business opportunity with you.

I am representing a full-service Recruitment Process Outsourcing (RPO) firm that delivers top qualified and expert Dedicated Recruiters to meet your recruiting needs to companies and help you to find the right and high-quality candidates who would work on your job positions to bring good, qualified submissions for you.

We could reduce up to 50% of your recruitment cost. If you are interested, then I can email you more details or schedule a call. We will be pleased to explain our service in detail.

Regards,

Dear ____,

Thank you for reaching out to ScottyLabs with your proposal regarding Recruitment Process Outsourcing services.

After careful consideration and review of our current priorities and operational needs, we've decided that at this time, it would be best for us to continue with our existing processes.

Warm regards,

[Your Name] ScottyLabs