Professional Emails

Quickstart Videos: Guides for Common Situations

These Google videos address common scenarios in the workplace and student environment

• You'll be late or missing from work or class

• You need to request time off

• Write to someone you don't know

• Thank someone publicly and insert gif 

• Follow up after a meeting

• Communicate work policy to a team with BCC

Writing Tips

• Use the subject line: Be clear and specific on what the email is about. For example, if you are inquiring about your upcoming work schedule, put "Schedule Question" in the subject line.

• Introduce yourself or remind the person of your name: Keep it somewhat casual, but assume that a brief introduction is always okay, unless you have been corresponding with this individual often.

• Use preferred names and pronouns: If the colleague prefers to be called by a certain name or title, respect it, as well as their preferred pronouns (ex. he/she/they). Some supervisors prefer to be called their first name while others prefer Mr., Ms., Dr., etc (last name). Most professors prefer to be called "Professor". Pay attention to how the person has introduced themselves to you in class or work.

• Be clear and concise: Clearly state your request or intention for the email and what you are hoping to receive, as well as some possible solutions. For example, if you are wanting to schedule a vacation and have a question about paid time-off, clearly state when you are wanting to travel, some possible dates and ask the best way to organize your vacation so it does not interfere with your work. DO NOT over-share or over-explain, but do be clear with your word choice.

• Be brief: Assume that your colleague has a busy schedule. Keep your sentences brief, aiming for 3-5 sentences (or a paragraph) roughly. This is a general guideline, and there may be exceptions during which a longer email, with several paragraphs, is more appropriate.

• Sign with your name at the end, preceded by a traditional and professional closing such as “thanks,” “sincerely” or “best.”  Similar to corresponding with academic instructors, appropriate closings keeps it professional, but thoughtful.

• Revise for proper spelling, punctuation and grammar: Always review your email before sending it, including performing a thorough spell-check. Even if you feel pressed for time or are anxious, it is vital to demonstrate your best writing skills in every interaction with college or supervisor. Doing so not only demonstrates your skill level and intelligence, but shows the instructor and boss that you are conscientious and have keen eye for attention to detail. An occasional error might not be a big deal, but multiple errors suggest either ignorance or a lack of attention to detail.

• Emailing a professor? Don't ask what you've missed unless you've already looked at the syllabus and course shell to find assignments yourself.

Sample Professional Email

Dear Dr. Smith,

            I am a nurse in the ER department at Poudre Valley Hospital. During training, HR indicated that each staff member received one week of paid vacation each calendar year. I wanted to see if it was possible for me to schedule a vacation within the next few months. I am open to time during any of the following months: December, January, February or March. Please inform me of how best to proceed. Thanks for your help.

Sincerely,

Erin

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