Email Etiquette

Introduction

Emails are sent and received every day, whether between professionals or students and professors. Following email etiquette helps produce effective communication. The most important thing to remember when composing an email is the recipient must be able to understand what you are trying to say. No matter the reason for an email, writing clearly allows you to convey your message successfully.

Email Etiquette Dos and Don’ts

Do:

• Use proper format (no indentions, left justify all text)
• Proofread before sending (typos can distract from the message)
• Use clear language (no slang/casual language)
• State your purpose (in both the subject line and actual email)
• Greet and close (use appropriate titles and a fitting signature)

Don’t:

• Make demands (be reasonable)
• Over explain (be brief and to-the-point)
• Use humor (it can easily be misunderstood)
• Under explain (the recipient may misunderstand or be unable to respond properly)
• Use “text talk” (“JK,” “LOL,” “these r gr8,” “IDK what u mean”)
• Use profanity (this is never appropriate in academic or professional communication)

Student Email Example

To: Andrea Headley
Subject: Midterm exam

Good morning, Dr. Headley,

This is Rachel Michaels from your M/W 9:30am British Literature class. I hope you are well.

I have a question about the study material for the midterm. Is the class required to study everything since the beginning of the semester, or will we just need to focus on the material covered after the first exam? I plan to start studying soon, and any guidance you could provide would be greatly appreciated.

Thank you for taking the time to read this email. Have a wonderful day.

Best regards,
Rachel

Discussion of Sample Student Email

• The subject line and email both clearly state the email’s purpose.
• The student identifies herself and her class, eliminating any potential confusion.
• The student states her question with just enough detail to specify her concern, avoiding any complications from too much detail.
• The student briefly informs her reader, her professor, why she is asking her question about the exam.
• The student acknowledges her busy professor is taking the time to read her email. When emailing someone you know is busy, it is a good idea to indicate you appreciate the time and attention involved in reading and responding to your request.
• Finally, the student ends with a formal, yet friendly, closer—“best regards.”

Professional Email Example

To: Tyler Smith
Subject: Dual Credit Workshop

Good morning, Dr. Smith,

I am contacting you regarding the Dual Credit Workshop project I was assigned to complete. I would like to inform you that I am currently in the final stages of proofreading it, and the project will be submitted by 12:00 pm today.

There are five slides total, including the title slide, so I am still within my content limit. Please contact me if there is anything in the PowerPoint you feel should be modified.

Thank you very much, and enjoy your weekend.

Best,
James Harrington
Media Coordinator
Hawk Eye Writing Center
jharrington@HEWC.edu

Discussion of Sample Professional Email

• The information in the subject line is short, yet clear, causing little confusion.
• Right away, the sender explains the reason for the email.
• The sender lets the recipient know what to expect and when.
• The sender then clarifies a point of potential confusion (the slide count total) for the recipient. When proofreading an email, anticipate any uncertainty your message may produce, and do your best to minimize confusion.
• The sender wraps up with a friendly and formal acknowledgement.
• Finally, the sender ends with a signature block, typically seen in professional emails.

Ineffective Email Example: What an Email Should NOT Look Like

To: Jaime Osbourne
Subject: stuff

‘Sup,

I’ll shoot that thing I’ve been working on over to you when I get to it.
Don’t expect it today, tho.
So, I’m gna need all next week off. That’s cool write? If not, lmk.
Fabulous. Hit me back. Or don’t. JK Haha!

- Employee #26 OUT

Discussion of Sample Ineffective Email

• The subject line offers no indication of the email’s purpose.
• The greeting is too casual and offers no indication of the recipient.
• The text is centered rather than left-justified.
• The content contains slang (“hit” instead of “email”).
• There are typos (“write” instead of “right”).
• The email contains an unrelated, single-word sentence, which can be read as unprofessional and disrespectful.
• Text talk (“lmk” instead of “let me know”), exclamation points, and humor all go against email etiquette. When emailing, remember, the way people talk and the way people read and write are two different things.

Why Email Etiquette Matters

The whole point of an email is to communicate digitally. Email etiquette is not about using six-syllable words or writing an overly complicated, lengthy message. An effective email tells recipients what they need to know when they need to know it, shows courtesy and respect to fellow professionals, eliminates any crossed signals, and stays focused on mutual tasks. Ultimately, send an email you would want to receive if the roles were reversed.