Email basics (for students and others)

by John Bandler

Email communication is an important skill and a method to practice and improve our writing. This article is geared for students but have tips applicable for everyone.

After many years teaching as an adjunct (part-time instructor/professor), I realize teaching is not just about the subject matter, but also helping students build important life skills. One of those is email communication. If I can help students learn those skills now, they will do better for themselves later.

I teach undergraduate, graduate, and law school students. At each level I find there are students that need to learn, refresh, or practice the important life skill of proper email writing and communication. So I created this page.

The email basics in sum

An email has four basic parts:

  • 1. Your brain and your thoughts. You create the below parts and proofread and reflect before sending.
    • I put this first because sometimes it is overlooked.
  • 2. Address line (the email addresses you are sending it to. The "to" and "cc" lines)
  • 3. Subject line: Every email must have an appropriate and helpful subject
  • 4. Body: The body of the email, where you write your text. The body includes:
    • Greeting, e.g., Dear Professor,
    • Main text: The point you are trying to communicate
      • Mention if you attached anything
    • Signoff, e.g., Best regards, John Doe
  • 5. Attachments (optional and occasional): Some emails might have attachments. If there is an attachment, it should have a helpful filename and should be referred to in the body.

Make sure your email has the required basics!

Now we talk about each part in more detail.

1. Think and reflect before and while composing the email

Think and reflect about the purpose of the email, and the tone.

  • Be clear and concise.
  • Avoid sending multiple emails or repeat emails in short succession.
  • Ensure your tone is polite, collegial, and professional.
    • Angry or upset?  Wait before sending.
    • Upset about a recent grade? Probably best to wait a while before hitting "send".
  • Use your official school email account.
    • If you are locked out of your official school email account, ensure you copy (cc) your official school email account, and are clear in the subject and body about your name.
  • Remember that email and writing are life skills. Practice to build professional life skills.
  • Emails to an instructor or professor require more formality than text messages to a fellow student.
  • Before you send the email, it is preferable to review prior instructions and communications.
    • For example, if the syllabus, LMS, and multiple reminders indicate when office hours are and how you can meet with the instructor, try avoid asking questions like "When can I meet you?" but instead say something like "I will be there to meet you at the next office hours on DATE/TIME"
    • Better to ask the question rather than hold it for fear you missed something.

2. Address line (email recipients)

  • The address line is the email addresses you are sending the email to.
  • Double check who is on the address line.
  • Send it to the right person for the right course
  • You should know who your instructors are for each course. Double check to be sure you are sending to the right person for the right course.
  • Don't use bcc (blind carbon copy).

3. Subject line

  • Your email must have a helpful subject line. Do not leave it blank.
  • The subject line is like the title of a paper. It should be helpful.
  • Your professor may be teaching many courses to many students, so the subject line probably should include the course number.
  • Sometimes it could be helpful to include your name in the subject line, but if you are using your school email address and properly signing the email this is not necessary.

4. Body

The body of the email must have three parts: (1) greeting, (2) main text, (3) signoff.

4.1. Greeting. Proper greetings should include the name of the recipient and title if appropriate. E.g., "Dear Professor Bandler" is best since it shows you know my name and are sending it to the right place. "Dear Professor" is acceptable but less good. The greeting can also include a pleasantry such as "I hope this finds you well" or something along those lines.

4.2. Body of the email. Here is where you clearly communicate your message. If you have included an attachment, you should mention it in the body. For extra precision, you can paste the actual filename into the body.

4.3. Signoff. This is where you sign the email, and include a closing pleasantry. E.g., "Best regards" and then you write your name. You should include your first name and your last name. Help the recipient know who you are. (Some students may have an official school name of three or even four names, and may not use the same name combination as reflected within school records. Your full name helps the recipient know who you are).

5. Attachments

Remember, if you are including an attachment, your email body needs to refer to it.

Remember to apply your brain throughout and especially before you hit "send"

Think and proofread and reflect before you hit send.

  • If you are emailing in response to feedback, have you properly read it and reflected upon it?
  • If you are emailing in response to a grade, have you properly read feedback (twice), reflected upon it, and allowed yourself time to consider and review?
  • Check for tone.

Other tips and things to avoid

Here are some miscellaneous tips:

  • Don't send multiple emails in rapid succession.
    • Instead, wait before you send the first one. Reflect. Then send a single thoughtful email.
  • Don't include personal information such as your student ID number. Your full name and course number are sufficient.
  • Don't use ALL CAPS WHICH CAN SEEM LIKE SHOUTING. Use proper capitalization.
  • Don't forget the basic parts to an email (as above, Subject. Greeting. Body. Signoff).
  • An initial email is usually preferred over phone calls and text messages unless there is a real and true urgent need. We can set up a time to talk later.
  • Definitely do not call or text after business hours (such as at midnight about a technical problem you are having submitting work to the LMS).

Conclusion

Email communication is essential for life and the professional world and a way to practice important writing skills.

Start building and practicing good habits and skills now.

Links

Posted 2/20/2024 based on years of teaching. Updated 9/4/2024