Sending a College Email

Rationale/context E-mail is commonly used between students and faculty/staff members on a college campus. Using an e-mail style that is overly casual may do more harm than good. Research and anecdotal evidence show that students who do not use appropriate e-mail etiquette in the university setting may make negative impressions on the recipients of their e-mails. When sending an email you communicate information beyond the content of your message. Careful attention to how e-mails to faculty and staff are constructed can help you ensure you communicate what you want to communicate.

General Guidelines Do… Do Not… …begin the email with a polite and respectful salutation. …begin the email by typing your question or by very casual salutation comments. For example, a professor might not react as you would like if s/he receives an email that begins “Yo”. (I use this example because it’s been done!) ...clearly communicate your message, questions, or concerns. …include in your email several emotionally laden terms (e.g., so frustrated, freaking out, panic, …) that may cause a defensive rather than helpful reaction from the instructor. …use proper punctuation. …forget that professional correspondence rarely needs exclamation points!!!!! …select a font that is easy to read. …select a fancy, decorative font.

General Guidelines (continued) Do Do Not ...use complete sentences and professional language. Write in standard English. …use all capital letters. This represents “screaming” in online communication. It’s generally not wise to scream at your instructors. Do not write as though you are texting or posting online. …use commonly accepted English language abbreviations only when helpful (e.g., Dr., FYI), …use abbreviations that are often used in instant messaging or email communication between friends. These are not known by everyone, and the intent in an email is to be as clear as possible. …use respectful language and remember that, once you type the email, there is a permanent and written record of what you included. Emails can be easily (and accidentally) forwarded to someone else. …include anything in an email that you would not want forwarded to someone else.

General Guidelines (cont.) Do… Do Not… …include both your first and last name in the email. …expect the person receiving your email to try to match your name and email address with other records, or to guess identities such as “bballdude22” or “iheartpirates17” …fill in the subject line – preferably with something specific but very brief. …use one word terms that may trigger filters or spam managers (i.e., help, be amazed, you are a winner). …use spell check. You can set up some email systems to do so automatically before sending. …depend completely on spell check. Remember it will not catch everything, so proofread your email also. …proofread the email before sending it. …require that the recipient wade through so many grammatical errors that s/he is distracted from the original intent of the message.

Additional Basic Tips Once you click send you can’t take it back. Email with the same rules for polite and respectful communication as you would use in a face-to-face meeting. Because email will contain text only, write in such a way that subtle information you would normally show by body language or voice quality comes through clearly. Check your email daily and promptly reply to emails. Begin an email with a salutation, but once an email dialogue has been going on for a few exchanges most of the formality can be lightened. Use “reply to all” with care. If a message is time sensitive, you can follow up with a phone call or office visit, but do not send repeated emails over short periods of time. Unless you already know the addressee fairly well, always start by introducing yourself and stating how the person should know you.

Email Template Salutation Dear Dr./Mr./Mrs./Ms./Professor [Last Name] Greeting Hello./Good morning./Good afternoon. Introduction This is [your full name] from your [day and time of class] [subject and course #] class. Message/Problem/ [Describe what you need. Be thorough, but get straight Concern/Questions to the point.] Ending/Thanks Thank you for your help. Sign off Sincerely, [your full name]

Sample email using template Dear Dr. Stevenson, Good morning. This is Williams Banks from your Tuesday/Thursday 8:00 a.m. Physics 1200 class. I am having difficulty understanding the theory of relativity that we discussed in class. I have read over my notes, reread the textbook, and asked a friend in the class for help. Would you be willing to meet with me to help me understand it better? I am available during your office hours on Wednesday at 11. Would that be a good time for you? If not, is there a more convenient time when I could visit your office? Sincerely, Williams Banks

Another way of presenting email template

Cameron’s Email hey, can you send me the slides from class today b/c I was out and missed it. Thanx!!! Cameron

Pete’s Email Dr. Smith, Hello, this is Pete Pirate, and I am in your PSYC 1000 class (section 002). I looked over the test we got back in class today, and I have a few questions about things I got wrong. Can I come during your office hours at 10:00 a.m. tomorrow to discuss what I can do to improve my grade on the next test? If another time would be better for you, just let me know and I will schedule an appointment. Thanks for your help, Pete

Compare these emails to our guidelines. Did the email…. Yes No …begin with a polite and respectful salutation? …clearly communicate message, questions, or concerns? …use proper punctuation? …use complete sentences and professional language? …use only commonly accepted abbreviations and only when helpful? …clearly convey respectful language/tone? …include both first and last name of the sender? …appropriately identify the purpose of the email in the subject line? …contain no spelling errors? …contain no grammatical errors?

Sample College Scenarios You are registering for spring semester classes. Last week you met with your academic advisor to discuss the courses you will need to take in the spring and spent time developing your preferred schedule. One of the classes you had planned to take is now full, and you are not sure if you should ask for special permission to be added to that class or if you should just select something else (but you are not sure what that would be). Compose an e-mail to your advisor to ask for guidance with this decision.

Your next paper in your English Composition class is a research paper Your next paper in your English Composition class is a research paper. You do not feel completely comfortable using the university’s library and would like some assistance with finding sources for your paper. Compose an email to the reference librarian to set up an appointment. Be sure to let the librarian know what topic you have selected so that s/he can be prepared for the meeting.

You are sick with a fever and are not going to be able to attend your math class today. Compose an email to your instructor to let him know the situation and if there is an assignment you need to prepare for the next class meeting.

You are planning to take your test in the Disability Support Services office on campus so that you can utilize the accommodations available for you (testing in a quiet location and use of extended time). You have already set up an appointment in that office, but need to contact your instructor to let her know to send a copy of your test over to the office in advance. Your instructor is aware that you are eligible for these accommodations but will need to know when you have scheduled your appointment and to be reminded to send the test. Compose an email to your instructor providing the reminder with full information.

You have been given a group assignment by your psychology instructor You have been given a group assignment by your psychology instructor. In order to complete the assignment on time, you will need to contact your group members and set up some out-of-class work sessions. Compose an email to the other three members of your group to get started planning for these meetings.

Your English paper is due in one week Your English paper is due in one week. You have worked hard to be thorough, build in appropriate resources, and organize your ideas. You have asked your roommate to read your paper and have incorporated that feedback. It is important for you to earn a high grade on this assignment. Since you have worked in advance to have a draft of the paper ready a week early, you would like to ask your instructor if she will read your paper and make suggestions for revisions you can make prior to the due date. Compose an email to your instructor to make this request.

You are interested in starting a student organization on campus, but you are not sure how to begin. Compose an email to the person responsible for working with students to establish student organizations asking for more information.

You have just finished a biology class with a very effective instructor. Not only was this faculty member effective in the classroom, he was also willing to meet with students and provide support outside of class. Grades for the class have been posted, and you are interested in doing something nice for this faculty member. Compose an email to his department chair sharing information about the positive experience you had with the instructor this semester.

You are interested in travel, and know that your college offers some study abroad opportunities. If you are going to take advantage of study-abroad, next semester will be the time you need to do so. Compose an email to the campus study abroad representative to request an appointment to learn more about your options. Be sure to let them know about some of your interests so that they can be prepared to be as helpful as possible when you have your meeting.

Your chemistry instructor canceled a recent face-to- face class and asked that all students submit an alternate assignment as an attachment to an email. Compose an email to your instructor letting her know that the assignment is attached.

For the introductory class to your major, one of the assignments is to schedule an interview with someone currently in the line of work you wish to pursue after graduation. After conducting the interview, you will reflect upon what you learned and submit a summary paper to your instructor for a class grade. Compose an email to a local businessman asking for a willingness to interview with you for this assignment.