Email & Social Media Best Practices

Why Effective Online Communication Matters

Clear, polite communication builds trust and credibility—whether you’re sending an email to a teacher or posting an update for potential internship recruiters. Mistakes or careless posts can cause misunderstandings or leave a negative impression. Follow these guidelines to present yourself professionally online.

Email Communication: Do’s & Don’ts

Do:

• Use a concise, relevant subject line (e.g., “Question About History Paper” rather than “Hey!”).
• Greet the recipient by name or title: “Dear Ms. Patel,” or “Hello Mr. Johnson.”
• Keep your body focused: state your purpose, add necessary details, and include any attachments.
• Use polite closings: “Thank you,” “Sincerely,” or “Best regards,” followed by your name.
• Proofread for spelling, grammar, and clarity before hitting send.

Don’t:

• Send emails in all caps or with excessive exclamation points.
• “Reply All” unless everyone truly needs to see your response.
• Forget to attach referenced files.
• Use slang, emojis, or acronyms in formal messages.

Scenario: The Forgotten Attachment

Alex writes:

Subject: Project Update
Hi Mr. Lee,
Please find attached my biology project draft. Let me know your thoughts!
Thanks, Alex

When Mr. Lee replies, “I don’t see an attachment,” it’s clear something went wrong.

How to Fix It:

1. Add the file before sending.
2. Apologize briefly and resend:
   “Hello Mr. Lee—sorry, I forgot to attach the draft. Please find it attached now. Thank you for your time.”

Social Media: Maintaining a Professional Online Presence

Do:

• Set profiles to private or customize privacy settings for personal posts.
• Post content related to your interests, coursework, extracurriculars, or community projects.
• Write captions or comments using respectful language and proper punctuation.
• Follow and engage with industry leaders, school clubs, or organizations in your field.

Don’t:

• Share sensitive personal details (home address, phone number, etc.).
• Post about controversial or inappropriate topics (harassment, profanity, hate speech).
• Ignore privacy check-ups—old posts can resurface and cause issues.

Scenario: The After-Party Post

Jamie uploads photos from last weekend’s party with friends, tagging attendees and using a public setting. A recruiter glances at Jamie’s profile and questions his judgment.

How to Fix It:

1. Change visibility to “Friends Only” or remove tags.
2. Delete or archive images that could be misconstrued.
3. Replace with positive content: volunteer photos, project snapshots, or academic achievements.

Quick Tips Recap

• Craft clear, respectful emails: subject line, greeting, focused message, sign-off, and proofread.
• Double-check attachments before sending.
• Audit your social media privacy and remove or hide questionable content.
• Share posts that showcase your skills, interests, and positive contributions.
• Think twice: Would I want a future employer or teacher to see this?

By following these best practices, you’ll project a reliable, professional image—both in your inbox and on your social feeds.

Mock Video Interview

Objective:
Students will practice professional video-conference etiquette, clear communication, and appropriate tone by conducting and observing a structured mock internship interview.

Duration: 15 minutes

Grouping & Roles:

• Form groups of three: 1 Interviewer, 1 Interviewee, 1 Observer
• After the first round, rotate roles so each student experiences every position.

Materials:

• Interviewer & Interviewee Dialogue
• Professionalism Assessment Criteria
• Devices with webcam & stable internet connection

Setup:

1. Pre-load dialogue scripts and rubrics electronically or in print.
2. Confirm each device’s camera, microphone, and video-conferencing platform work.
3. Arrange students (in person or virtually) so each group can see and hear clearly.

Instructions:

1. (2 minutes) Distribute roles, scripts, and rubrics. Briefly review key rubric categories: eye contact (camera), background setup, greeting, clarity of answers, tone, and closing.
2. (5 minutes) Round 1
   • Interviewer follows the script to ask standard interview questions.
   • Interviewee responds authentically using provided dialogue as a guide.
   • Observer uses the Professionalism Assessment Criteria to take notes on: setup (lighting, background), body language (eye contact, posture), verbal tone, and etiquette (greeting, thank-you).
3. (5 minutes) Round 2
   • Rotate roles clockwise so each student moves into a new position.
   • Conduct the second interview following the same procedure.
4. (3 minutes) Debrief & Feedback
   • Within each group, the Observer shares two strengths and one area for improvement based on rubric notes.
   • Interviewer and Interviewee reflect on feedback and ask clarifying questions.

Goals & Follow-Up:

• Reinforce the importance of camera framing, professional attire, and clear verbal communication.
• Collect rubrics for teacher review; plan a whole-class discussion on common challenges observed.
• Encourage students to apply feedback to future video-conference presentations or real internship interviews.
  
  
  

Interviewer & Interviewee Dialogue Script

Overview

Students will use this script to practice a professional internship interview. The Interviewer reads each question verbatim; the Interviewee uses the suggested prompts to craft authentic, professional answers.

Question 1

Interviewer:
“Hello! Thank you for joining me today. To start, can you please introduce yourself and tell me what interests you about this internship opportunity?”

Interviewee Prompts:

• State your name, grade, and a couple of your top interests (e.g., “My name is Alex Rivera. I’m a 10th grader who enjoys coding and digital design.”)
• Highlight one or two skills or experiences (e.g., “Last summer, I built a simple website for my school club.”)
• Explain why the internship appeals to you (e.g., “I’m excited to learn real-world best practices and contribute to a team.”)

Question 2

Interviewer:
“What would you describe as one of your greatest strengths, and can you give an example of how you’ve applied it?”

Interviewee Prompts:

• Identify a strength (e.g., teamwork, problem-solving, time management).
• Share a concrete example (e.g., “On a group project, I organized our research timeline so we met every deadline.”)
• Connect it back to the internship role (e.g., “I believe this will help me stay organized when collaborating remotely.”)

Question 3

Interviewer:
“Tell me about a challenge you faced in a school project or extracurricular activity. How did you overcome it?”

Interviewee Prompts:

• Briefly describe the challenge (e.g., technical issue, deadline pressure, team conflict).
• Explain the steps you took (e.g., asked for feedback, researched solutions, re-organized tasks).
• Reflect on the outcome and lesson learned (e.g., “I learned the importance of clear communication and asking questions early.”)

Question 4

Interviewer:
“How do you prefer to communicate and collaborate when working on a team—especially in a remote or virtual setting?”

Interviewee Prompts:

• Name preferred tools or methods (e.g., video calls, shared documents, messaging apps).
• Give an example of past remote collaboration (e.g., “We held weekly Zoom check-ins and used Google Docs to track edits.”)
• Emphasize communication skills (e.g., “I always send a summary email after our meetings to keep everyone on the same page.”)

Question 5

Interviewer:
“Before we wrap up, do you have any questions for me about the internship or our team?”

Interviewee Prompts:

• Ask about mentorship and feedback (e.g., “How often would I receive feedback on my work?”).
• Inquire about team culture or projects (e.g., “What does a typical day look like for an intern here?”).
• Show enthusiasm (e.g., “I’m eager to learn—what skills should I focus on developing first?”)

Closing Script

Interviewer:
“Thank you for your time and thoughtful answers. We’ll review all interviews and get back to you by next week. Have a great day!”

Interviewee:

• Conclude politely (e.g., “Thank you for the opportunity. I appreciate your time and look forward to hearing from you.”)
• Smile, maintain eye contact, and end the call professionally.

Professionalism Assessment Criteria

Use this rubric to observe and evaluate each interviewee’s online professionalism. Circle or highlight the performance level (1–4) for each criterion.

Scoring Guide:

• 1 (Novice): Needs significant improvement to meet professional standards.
• 2 (Developing): Meets some expectations but lacks consistency.
• 3 (Proficient): Demonstrates solid, reliable professionalism.
• 4 (Exemplary): Exceeds expectations with outstanding professional presence.

Three Tips Reflection

Take a moment to reflect on today’s session. Write three specific digital etiquette practices you will apply in your next online interaction or internship:

1. First Tip:
   
   
   
   
   
   
2. Second Tip:
   
   
   
   
   
   
3. Third Tip:
   
   
   
   
   
   

Invite volunteers to share one of their tips before concluding today's lesson.