I know exactly what you're going to say: "Our generation doesn't write emails! We do everything by text, Snapchat, Twitter, and Instagram!"
But here's the deal ... occasionally you will need something from someone who does use email (e.g., your teachers, AC professors, employers) as their primary communication method. Email has it's own peculiar set of rules of etiquette and if you follow these rules, you're more likely to get what you need. Isn't that why you're writing an email in the first place?
So, given that, here's my tips for writing an effective email (I especially liked this article on Medium as a starting place).
Emails (especially those sent to an adult like a teacher, professor, assistant principal, etc.) should use a more formal language (in a school setting, academic language). This communicates that you know that you're asking them to use precious resources (time and mental energy) and you take it seriously.
You don't have to sound like a binding legal contract, but you also don't want to sound like you're texting your BFF to see whether or not you're going off-campus for lunch. Avoid abbreviations and text-speak, emoticons, and Bitmojis. TY, LOL, AF, FTW, TIA, OMG, π, π, π, π, etc., all have their place ... but it's not in this kind of email because they are much too informal.
Forgetting to include a subject line is a great way to insure that your email never gets read. If your email is critically important, include [[ IMPORTANT ]] in the subject. This is especially important when using Gmail because there's not a way to mark an email as important (like there is in Microsoft Outlook). Subject lines help people decide which email they are going to read. CHS teachers may literally receive dozens of emails per day (or even per hour) and a good subject line will help make your email stand out.
For example:
[[ IMPORTANT ]] Assistance needed with 8/31 assignment
Emails are more like a written letter than a text message on a phone or social media. Always include a salutation at the beginning, addressing your recipient in the way they introduce themselves to you. This is a very simple step that will immediately set your email apart from others. Pay attention to how your recipient refers to themselves. Make sure you spell their name correctly! You can always look up a teacher's name on the school website or your class schedule if you're unsure (PRO TIP: my last name is Culbert, not Colbert, and especially not Culburt).
Also, make sure that you use the recipient's proper title. My professional title is Mr. Culbert. For teachers that are women, look on your class handouts and school website to see how they like to be addressed (e.g., Mrs. Smith, Miss Ray, Coach Morath). Never address a teacher or other school employee by their first name, even if you know them outside of school. It's better to be too formal than too casual.
If you're emailing a dual credit or college instructor, please be especially careful with this. Many people with advanced degrees like a Ph.D may be offended if you do not address them correctly. The title "Professor" is safe. It recognizes their position and is gender and marital status neutral. If you know that they have a Ph.D, "Dr." is good for the same reasons.
This may seem ridiculous but when you're emailing someone, you almost always want something from them. It doesn't hurt to start your email with something that says you hope they are well. It doesn't have to be long but it's important. For example: Good morning! I hope you are staying cool in this hot summer weather.
If you have all new teachers, you have seven people whose name you need to remember. If a teacher has all new students, they may have 130 (or more) students whose names and faces may be unfamiliar. This is ESPECIALLY true if you are in a dual credit class and your professor has never actually seen you face-to-face. It takes time to learn that many new people, so give a little explanation of who you are.
For example:
My name is Jamie Smith and I am a student in your BCIS 1301-DC001 dual credit class at Canyon High School.
Nothing is more frustrating than receiving an email like this:
I can't figure out that thing that we did.
In this example, you are not actually asking for anything. A teacher might assume you're asking for help, but they don't know what kind of help you're asking for. Also, you're not going through what you did to try and solve the problem for yourself. This might be better:
I am having problems with the assignment we did in class on Thurs., Sept. 13. I watched the video you recorded about PowerPoint animations for lesson 3.12 and watched a couple of other YouTube videos about it but I still can't figure it out. Would it be okay if I came to your room during Activity Period to get some extra help tomorrow? I would need you to send a quick email to my 2nd period teacher (Mrs. Phemister) so she knows I have your permission to come.
Always be very specific about what you need from the teacher. This keeps them from having to guess as to what you want from them.
It doesn't have to be long but be sure to tell your recipient thanks. The very act of checking reading email has required your recipient to use some of their most precious resources (their time and their mental energy).
For example:
Thanks for taking the time to look into my grade on Lesson 4.16. I appreciate it!
The safest closings are "Sincerely" and "Thank you" (or "Thanks"), including your full name will help the recipient keep you straight in their mind.
SUBJECT: [[ IMPORTANT ]] Grade on BCIS 1301-001 Course Syllabus Quiz
Dear Prof. Kenney,
I hope you are having a great day. My name is Jamie Smith and I am a student in your BCIS 1305-001 dual credit class. Mr. Culbert is my BIM-DC teacher at Canyon High School.
When you have time, could you please check the grade you have entered for me in Blackboard for the Course Syllabus Quiz due on September 1? It is showing a 10 but I think it should be a 100. If there's something I forgot to turn in or need to correct, please let me know and I'll get that taken care of as soon as possible.
I appreciate you taking time out of your day to look into this for me.
Thanks,
Jamie Smith