Lesson 12: Emails

Introduction

You hold a crucial role in shaping students' experiences through thoughtful and engaging email communication. You have a unique opportunity to profoundly influence students' journeys and to embody BYU-Pathway's values in every interaction. You contribute to creating an inclusive and supportive environment where all students feel valued and understood. This highlights the significance of your role in fostering a supportive and empowering environment for students, contributing to their academic success and personal growth. Emails will make up the bulk of your communication with students, so it is important that you learn and apply good email skills and etiquette in every interaction.

Language

As you begin your journey with us, prioritize clear and professional communication. Aim to be concise, respectful, and avoid using any complex terminology or technical terms that might confuse others. It's all about using positive and inclusive language to create a welcoming environment for students. By focusing on effective communication, you can build strong relationships and contribute to a super positive work culture.

Voice and Tone

Consistent communication in both voice and tone assures students of BYU-Pathway's reliability and dependability. As a representative of BYU-Pathway, maintaining this tone is essential. It should be hopeful, relatable, accessible, reassuring, clear, inspiring, accurate, and trustworthy. Aim for a natural, conversational style, using an active voice, and maintaining a positive perspective. Be concise, avoiding unnecessary words whenever possible. Emphasize the educational and spiritual opportunities offered by BYU-Pathway, highlighting the hope found in Jesus Christ. While developing relationships with students, remember your professional role as a representative of BYU-Pathway and the Church. Exercise wisdom and prudence in your use of sarcasm and laughter, considering the diverse backgrounds and languages of our students. Use discernment to ensure appropriateness in all interactions.

TIP: KEEP YOUR EMAILS FOCUSED.

A professional email should cover one topic. It could be a question, a request, an answer, or an explanation. Whatever it is, the email’s body should be focused on this topic. Keep your email concise but don’t leave out key information. Concise means “only as long as it needs to be".

Email Etiquette

As you navigate your role, it's crucial to understand and adhere to email etiquette, which forms a significant part of professional conduct. Here's a breakdown of key email etiquette principles:

Clear and concise communication: Ensure your emails are easy to understand by using clear and concise language. Avoid unnecessary complexity or technical terms that may confuse the student.
Professional tone: Maintain a respectful and courteous tone in your emails.
Proper email structure: Structure your emails in a clear and organized manner. Include a descriptive subject line, a well-organized body, and a professional email signature.
Grammar and spelling: Take the time to proofread your emails for grammatical and spelling errors. Attention to detail in this area demonstrates professionalism and attention to quality.
Timely responses: Aim to respond to student inquiries within 24 hours of receiving them. Even if you need more time to provide a detailed response, acknowledging receipt of the inquiry promptly demonstrates professionalism and sets clear expectations for the student.

By adhering to these email etiquette principles, you'll ensure that your communication is effective, professional, and reflective of BYU-Pathway's values.

Writing Mechanics

Input the date (please ensure to include the date at the beginning of each email you send)
Greet the student
Introduce yourself and thank them for reaching out (if this is your first email thread/reply to them)
Same font style and size in the entire email.
Only 1 enter space between each new paragraph.
Answer each question the student has in an orderly and informative manner.
Professional and kind tone throughout the email
Remember to capitalize the first letter of the teams' names for clarity and consistency
Always contain your email signature at the end

Our Goal in Email Communication

Our goal while emailing with Students is to be the best help we can be! This includes:

- Providing the student with the sufficient information they need to answer their questions and provide them the resources they might need to answer other questions they might have
  - The more specific and detailed we are when answering the students' questions, the less likely they are to email us back for clarification which means we have more time to help more students.
  - If the student's initial email is too vague or you can't make sense of their question, you can provide them with the resources you believe could help them but also let them know that they are welcome to email back with a detailed list and explanation of each question or problem they might have and that you are happy to help them

In conclusion, your role is instrumental in shaping students' experiences and reflecting our values through your email communication. Prioritizing clear and professional communication, maintaining a positive tone, and adhering to email etiquette principles are essential in creating a welcoming and supportive environment for all students. Remember that your interactions reflect not only on yourself but also on our organization. By following these guidelines, you'll effectively communicate with students, colleagues, and external partners, contributing to our reputation for excellence and professionalism. Keep striving to embody these principles in every interaction, knowing that you are making a meaningful difference in our organization's success and reputation.

Page updated

Google Sites

Report abuse