E-mail Etiquette

Of all the types of writing you will do as a student, the type you might engage in more than any other is writing e-mails. E-mail may seem like a casual form of communication, but mastering proper e-mail etiquette is an important academic skill, because it is one of the main ways you will communicate with your professors, who will expect you to write to them in a professional manner. You’ll want to make a good impression on the people grading your assignments!

Here are some quick tips to writing an effective and respectful e-mail to a professor or staff member:

• Begin with an appropriate greeting
  • Dear Dr. Johnson,
  • Dear Mr. Lee,

• End with an appropriate closing
  • Sincerely,
  • Best regards,
  • Thank you,

• Use the appropriate title of the person you’re writing
  • Zhang
  • Evans

• Sign your full name, and give your campus ID if necessary

• Use capital letters where needed
  • Beginning of sentences
  • Names
  • The word “I”

• Read through what you’ve written before sending

Here is an example of an e-mail a professor would be happy to receive:

Dear Dr. Fox,

I have a question about this week’s homework assignment. Can I please make an appointment to come meet with you? I am available any day after 4 p.m.

Thank you very much!

Best regards,

Jun Li

500000007

 

Here is an example of an e-mail a professor would not want to receive:

i am confused about the homework. when can I see you?

A carelessly written message like this one can make a bad impression. Not only is this message too short and somewhat rude, the student does not give his/her name, so the professor wouldn’t necessarily know who it was from. Sometimes students write e-mails like this second example when they are in a hurry, and using a smart phone. Even if you’re sending an e-mail from your phone, take the time to write a proper e-mail.

Be aware that it is required that you correspond with faculty and staff only from your Ohio State e-mail account, rather than a personal account, such as a Gmail address.

Lastly, don’t forget the importance of regularly checking your e-mail. As an OSU student, you may receive fifty or more e-mails to your buckeyemail account every day, some of which will be very important, and some of which you will be able to delete immediately. It will be very important to check your account daily, and identify which messages require action on your part. If a faculty or staff member contacts you, be sure to respond right away!

 

Photo credit: Marcie Casas