Email Etiquette
Much of your communication in college will be through email. As you’re figuring out your email writing style, a good rule of thumb is to ensure that all emails are clear, concise, and polite.
Ask Questions
If you don’t understand a task or assignment, ask questions. It is unlikely that you will automatically know how to do every task that you are assigned, and questions are encouraged and expected (especially while you are learning).
Email Etiquette
1. Start with an appropriate subject line.
Think about your intentions for the email when creating a subject. With hundreds of emails coming in a day, the subject line can streamline your message and make it easier for your recipient to quickly understand your request.
2. Address your email recipient appropriately.
When in doubt, address the recipient formally. If they have invited you to address them by their first name, then you may do so. However, it may be perceived as rude to address a professor or supervisor by their first name without that invitation.
Additionally, keep the email short and to the point. Be respectful of your recipient’s time. Everyone has a full inbox, and you are not the only person they need to respond to in a given workday. Keep your email short and sweet.
3. Make it easy to read
Spacing is key. Do not write an email as one huge run-on sentence. Add indentations or spaces between paragraphs for easy reading. Keep your most important information at the beginning of each paragraph so your points are made clear.
4. Check your grammar and spelling
Small grammatical errors will happen. It’s human error. There’s nothing worse than receiving an email that is so riddled with errors that it is hard to understand. Take the time to check your grammar and spelling.
5. Do not use slang or emojis
You can’t assume that the person you are writing to will understand your slang or be able to view your emoji on their device. This isn’t a text message to a friend, after all. Pick a simple font and don’t add any color to your text.
6. Be kind and gracious in your signature
Always remember to be kind and thankful. Gratitude goes a long way. People will always remember how you made them feel. Here are some examples of how you can be kind in an email signature: “Warm regards, Many thanks, Thank you in advance for your help, Best regards, Thank you, etc.”
7. Re-read the email before you click send
Even with a short email, re-read it before you click send. It’s easy to make a small error or have an unintended autocorrect. It’s worth the extra minute to re-read your email to avoid any slip-ups.
8. Identify yourself in your signature
Don’t assume your recipient has your email address memorized or saved. Clearly identify your name so the recipient knows that it is you sending the email. You can even set up an automatic signature, so it always appears at the bottom of your emails.
9. Keep Your Cool
If you are angry about something, you can write an email and let it all out. And then DON’T SEND IT. Sit on it for 24 hours. Once your anger has passed, go back and reword it so that your tone is appropriate. Do not burn bridges, and remember that sometimes emails can be misinterpreted, so tone is really important.
The Structure of a Professional Email
Professional Email Address
As a student, you are assigned an OSU username and email address. This simple email address with your Last Name.# should be perfectly acceptable to use when applying for part-time jobs, internships, and even your first full-time job.
That being said, if you choose to instead use a personal email address, please make sure that it is appropriate for the workplace.
Examples of unprofessional email addresses:
- Drunkgirl123@xxxx.com
- Coolboy456@xxxx.com
- 2awesome4words@xxxx.com
- Gigglez217@xxxx.com
Examples of professional email addresses:
- BrutusBuckeye@xxxx.com
- BBuckeye@xxxx.com
- BuckeyeBrutus@xxxx.com
- BrutusBuckeyeMD@xxxx.com
Subject Line
The subject line is your first impression to the recipient! It should quickly convey the contents and purpose of your email, while being clear and specific.
Email subject line examples:
- “Interest in Your Student Organization”
- “Brutus Buckeye – Front Desk Manager Application”
- “Thank You for Being a Reference!”
Email Greeting
Always start your email with a polite “Dear” or “Hello” followed by your recipient’s name and, if applicable, their title (Dr. Buckeye, Professor Buckeye, etc.). If your recipient invites you to call them by their first name, then you may do so. Otherwise, it is best practice to greet them formally.
Email Body
An email is more formal than a text or message on social media, so be sure this is reflected in your writing (no abbreviations/acronyms). Be sure not only to use spelling/grammar check, but also to proofread the email. You can even ask a friend or roommate to give it one final read-through!
Email Closing
When closing your email, you’ll want to choose a suitable email sign-off. There are different sign-offs you can use for each occasion, such as “best regards,” “sincerely,” or “with love,” but you obviously wouldn’t want to send the last one to your manager. Make sure your sign-off is appropriate to your email content and your recipient.
Professional Email Examples:
Subject: 2023 MA Educational Policy Application
Dear Dr. Professor,
I am honored to be applying to The Ohio State University. Please see the attached for the necessary documents to complete my application for 2023.
I have always had a huge passion for educational policy and believe I will add value to the university in many aspects.
I look forward to hearing back from you.
Best,
Brutus Buckeye
Subject: Follow-Up on Marketing Intern Application
Hello Mrs. Buckeye,
I hope this email finds you well. I am reaching out to follow up on the status of my application for the Marketing Intern position within your company.
I would like to reiterate my interest in this position, as I believe that I would be a fantastic fit for this role. Please let me know if you need any additional information or have any questions as you continue in the application review process.
I look forward to hearing from you,
Brutus Buckeye
Subject: Sick Notice for Class on 1/1
Hello Dr. Professor,
I hope you have had a great day so far! Unfortunately, I am not feeling well today and will be unable to attend class.
Please let me know if there is anything I need to prepare for next week. Otherwise, I look forward to seeing you again then!
Warm regards,
Brutus Buckeye