Writing a Professional Email

As a college student, sending an email will eventually become second nature to you. It’s the official form of communication for many colleges and universities. Unfortunately, many students make common mistakes that cause the recipient of the email to question their professionalism

It’s important first to understand that communicating with staff/faculty/supervisors and communicating with family and friends are different. You may not email your loved ones frequently because of our ability to casually text/message them; however, it is far too easy to slip into conversational text/chat language when emailing someone in a professional setting (e.g., professors, employers).

Your language in an email may be the recipient’s first impression of who you are. Written communication has a powerful influence on how others view us, especially our professionalism.

When you’re writing an email, avoid…

  • Inappropriate email addresses
  • Unprofessional fonts and font colors
  • Misspellings and grammatical issues
  • Missing/Inappropriate salutation
  • Missing/Incomplete sender information
  • Excessive use of punctuation
  • Lack of punctuation
  • Emojis, memes, GIFs, and text message abbreviations

Almost anyone who attends or works at an institution of higher education will be given an official @schoolname.edu email account. We live in a digital age, where effective communication is critical to ensure operations continue to run smoothly.

Institutions generally provide everyone – faculty, staff, and students – with an @schoolname.edu to ensure that no one misses essential, professional communication. College email addresses allow faculty, staff, and students to ensure that the appropriate person receives their message and that they are not being subjected to phishing attacks.

Remember: instructors will respond to emails sent from your @schoolname.edu address at a higher rate than an email address from another domain (Gmail, Yahoo, etc.). You should address them with respect by including a greeting with their title. Unless a professor tells you otherwise, it is best for you to always address them as Dr., Professor, Mr., or Ms. If you are unsure of their title (it’s okay to ask!), it is safe to refer to them as “Professor ___.”

View the original post at The College Study Struggle.