Email Etiquette

Email has become a ubiquitous mode of communication in our daily lives. As a form of written communication, it is growing in popularity. Keeping this in mind, it is of the utmost importance that students are aware of and follow the fundamental rules of email etiquette when crafting a message electronically to teachers, professors, and any adult figure. When using email as a medium for communication, it is important for students to adhere to expectations of etiquette.

• Proper and Professional Salutation: Starting an email with a formal salutation is the best way to begin your communication in a positive and professional tone. Consider starting with “Dear Mr. or Ms. So and So” (using the teacher’s last name).

• “To” Line: Double check to make sure that the right email address appears in the “To” line. This ensures that the correct recipient gets your intended message in a timely manner. We have seen on many occasions when typing one letter or number incorrectly results in students waiting for a response all the mean while, we never received the email due to an incorrect email address.

• Clear and Direct Subject Lines: Write a brief explanation of what the email is specifically regarding, such as “Question About Midterm” in the subject line. Include your class title. Never write demands in the subject line such as “Urgent – Immediate Response Required.” This tone coming from a student may seem disrespectful and rude. Remember, your email is mostly likely asking for some type of assistance and so you need you need to be courteous.

• Succinctness Counts: Teachers may receive up to 25-30 emails each day. It is best to keep any questions that you are asking focused and to the point. Avoid multiple emails each with a different question. Consider the content of the email and include all necessary points in one email.

• An Email is Forever: Before you press the “Send” button, be sure to proofread your email to make sure there are no grammatical errors or mistakes. Once you press “Send,” you cannot get it back. Once your teacher receives it, he/she owns it.

• Emoticons: Do not use smiley faces, graphical symbols, or emoticons in professional emails.

• Slang: Use proper English and grammar rules when crafting emails. Do not use the same style of informal writing as you would when emailing a friend. Refrain from using slang or abbreviations such as “LOL.” You need to always remember who your audience is when composing any form of written communication.

• Spelling, Punctuation, and Capitalization: Proofread every message and check for spelling errors. Your emails should also be free from any errors in grammar. Do not write in all uppercase letters. When communicating through email, it connotes anger or similarly strong emotions. Use a professional font, rather than a decorative font.

• Signatures and Sign-offs: Always end emails by thanking the teacher for taking the time to address your concern or question. End with a formal sign off, such as “Best wishes,” “Regards,” or “Respectfully,” or any other friendly and relatively formal closing. Always sign off using your entire name (first and last name) and the class period. Never sign off using a nickname.

Following these simple guidelines in email etiquette will enable you to communicate effectively with teachers and other working professionals.