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Email Etiquette: Guidelines for Writing Emails
Email Etiquette: Guidelines for Writing Emails
Here are a few basic tips that you should follow when sending emails:
View an email as a professional interaction. In many ways, writing a teacher is no different from writing a business letter. Keep in mind that this is a professional interaction with someone who is an official position to evaluate you and grade your work.
Begin your email with a greeting and end your email with a closing and your signature. A message without a greeting or ends without a signature could be viewed as rudeness or indifference on the part of the writer. Begin your email with a greeting such as "Dear Mr. Smith" or "Hi Dr. Jones". After your message, end with a closing and signature, such as "Sincerely, YourName" or "Thanks, YourName."
Be clear and concise. Make sure your message is easy to understand, and that you do not go into unnecessary details.
Use correct spelling and proper grammar. If your email is filled with spelling and grammar errors it indicates that you are unwilling to take the time to write properly. Use complete sentences, proper spelling, capitalization, and grammar. Do not use text abbreviations, such as "R U gonna have ur class 2morrow cuz i won't b there".
Always use an informative subject line. Do not leave the subject blank. Subject lines help the recipient determine what the email is before opening the message. It helps if your subject contains the course name and a brief explanation of the email. For example: "Math 3333-Question about Homework" or "Math 2331-Request for Meeting".
Before sending your email, check if its appropriate. Remember that you are engaging in a professional exchange, not writing to a friend.
Do not use your email to vent, rant, or whine. If you have a complaint, or are not happy about something, explain yourself calmly and ask if anything can be done.
Be respectful, and consider whether anything you have written might sound rude or offensive.
Allow time for a response. Allow a minimum of 24 hours for a reply -- possibly more if it is a weekend or holiday.
Phone Etiquette: Guidelines for Using the Phone
Phone Etiquette: Guidelines for Using the Phone
• Listen to your voicemail greeting. Is the content of your message appropriate for all callers? Do you identify yourself clearly? Does your voice convey an acceptable image of yourself to prospective employers?
• When leaving a message for others on voicemail, speak slowly and clearly. If the recipient has to play your message several times to understand your name or to copy down your number, you’ve made a bad impression. Leave your first and last name and your phone number. If you left a message for someone, and your call is not returned, call again. Do not assume that the recipient was able to hear your message clearly.
• Check messages often and return all phone calls promptly.
• Remember, your interview starts the moment you pick up the phone. Many employers pre‐screen applicants on the phone before interviewing them in person. Be professional and courteous
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