Written by: Caitlin Alfonso, LMSW
With school starting back up, it is likely you will be sending an email to a teacher/professor soon. Email etiquette is important when sending academic and professional emails and it helps to make a strong first impression. Therefore, let’s review some key aspects to keep in mind when sending emails.
- SUBJECT LINE
Keep it straight to the point. This is your opportunity to provide a sneak peek of the email. It should tie in and give a hint of what the email is addressing. Some examples may include: “Missing Assignment”, “Requesting Additional Help” or “Question on Study Guide”.
- GREETING
Address the person you are writing to in a professional way. This includes, but is not limited to, Hello Mr./Ms./Professor [insert last name], or good morning/afternoon. Do not address your email like you are speaking to family or friends, meaning steer clear of the “Hey”, “Hi”, and “Yo” greetings.
- BODY OF EMAIL
The body of your email is the bulk of your information and/or request. Therefore, you need to be clear so that the individual understands exactly why you are writing them. You should write in complete sentences with proper grammar. Do not use slang (cap, Ohio), abbreviate words (sus, obvi), or use texting shortcuts (lol, tbh, fr). This also helps to keep the tone of your email respectful and not overly casual. Refrain from writing in CAPS, as it shifts the tone into being perceived as more aggressive and/or being yelled at.
- CLOSING
Use a formal closing to end your email, such as “Sincerely”, or “Thank you”. You should also always include your full name. Do not assume people know it is you by your email alone. You may also consider including additional information such as your student ID or class information (i.e., 3rd hour History, and/or GEO 432), if needed.
There you have it, a full email from start to finish. But wait! Before hitting the send button, do a final proofread and double-check that if you are sending attachments, the documents are included. That’s a short overview of email etiquette 101 to help you make a strong first impression in the world of virtual communication!