You might only use email for school and work. Still, it’s crucial to learn the conventions of email. Doing so will help ensure effective communication between you, your instructor, and other students. These skills will also help you in job searches and workplace environments.
First, always give your emails a clear title in the subject line. For example, you could title emails “Question about Assignment” or “Absence from Class” along with the date(s) you need to miss.
Next, address your instructor by the appropriate title. It’s generally safe to refer to every teacher as “professor.” This not only demonstrates respect, but it also conforms to expectations.
State your request as simply and succinctly as possible. In the U.S., email needs to get to the point. Provide only the necessary information and context.
Do your best to write in a calm, objective tone. Even if you’re feeling anxious about an assignment, it’s best not to start a confrontation over email. Online communication lacks the tone of voice, facial expressions, and other cues that enable people to interpret sarcasm or slang.
Here’s an example of an effective email:
Professor Lawrence,
I’m having some trouble finding the guidelines for the research paper. I know you explained this in class, but if you could remind me, that would help.
Best,
Mark Jones
You need to give your instructor 24 hours to respond to emails during the work week. On weekends, your instructor may check email once or twice. If you email on Friday afternoon, you may not receive a response until Sunday evening.
It’s a good idea to exchange emails or numbers with at least a few other students in your class. That way, you can ask them questions as well.