Email Etiquette for students? Of course, email is now a communication tool everyone uses. Why should those going to school have to consider these guidelines? We’ll talk about that, too.
Based on my experience, we should teach Email Etiquette along with “reading, writing and arithmetic.” While many don’t realize this at a younger age, students should be concerned about email etiquette for several reasons. The younger you hone these skills, the better.
Here’s why it matters:
Professionalism
First impressions count: Email is often the first point of contact with teachers, professors, potential employers, or academic administrators. Proper etiquette demonstrates maturity and professionalism.
Builds credibility: Well-written, respectful emails reflect positively on the student’s competence and attention to detail, which can be crucial for networking, job applications, and academic interactions.
Effective Communication
Clarity and precision: Following email etiquette ensures the message is clear, concise, and focused, reducing the risk of misunderstandings.
Respect for recipient’s time: A well-structured email shows respect for the recipient’s busy schedule by making it easier for them to read, understand, and respond.
Positive Relationships with Educators
Establishes rapport: Properly crafted emails foster positive relationships with educators, which can be beneficial for seeking advice, asking for recommendations, or getting extra help.
Reflects respect: Adhering to formalities demonstrates respect for the educator’s position and time, which can leave a good impression.
Career Readiness
Sets the tone for professional environments: Good email etiquette is a transferable skill students need in the workplace. It prepares them to correspond professionally with colleagues, managers, and clients.
Avoids unprofessional blunders: In the professional world, poor email habits, such as using slang, being overly casual, or sending poorly structured messages, can harm a student’s reputation.
Politeness and Courtesy
Conveys respect and politeness: Formal email structure (using titles, proper salutations, and closings) conveys the politeness expected in academic or professional communication.
Maintains boundaries: Proper email etiquette helps maintain a respectful boundary between students, professors, and other professionals, avoiding overfamiliarity.
Time Management
Encourages a quick response: Clear, concise, and polite emails are more likely to get timely responses, helping students manage deadlines and requests efficiently.
Reduces back-and-forth: A well-written email that anticipates potential questions (e.g., by providing context or including relevant attachments) can prevent unnecessary back-and-forth communication, saving time for both parties.
Professional Documentation
Creates a record: Professional emails generate a paper trail of communication, which can help resolve disputes, track assignments, or follow up on essential requests. Clear and well-organized emails make these records more useful.
Avoiding Negative Consequences
Prevents misunderstandings: Carelessly written emails can come across as disrespectful, rude, or demanding, even if that wasn’t the intention. This can harm relationships with professors or peers.
Minimizes miscommunication: Poor grammar, vague language, or improper tone can lead to confusion or unintended negative impressions.
By practicing proper email etiquette, students ensure their communication is respectful, professional, and effective, which can have long-term benefits in their academic and professional lives.
Student Email Etiquette Tips
Now that we know how vital email etiquette is for students, students should keep the following considerations in mind:
Use a Professional Email Address
Ensure your email address is appropriate and professional, ideally including your name (e.g., jo******@ex*****.com) instead of nicknames or informal handles. Use your university-provided or professional email address. Avoid using overly informal, freebie, or personal email addresses.
Write a Clear Subject Line
The subject should briefly summarize the purpose of the email. Avoid vague phrases like “Hi” or “Question.” Ensure the subject line clearly reflects the purpose of the email. Example: “Request for Office Hours Appointment” or “Question Regarding Assignment Deadline.”
Example: “Request for Clarification on Assignment Due Date”
Introduce Yourself
If it’s your first time emailing or the recipient might not know you well, briefly introduce yourself, including relevant information like your course or class section.
Start with a Proper Greeting
Address the recipient respectfully, using appropriate titles such as “Professor,” “Dr.,” or “Mr./Ms.” followed by their last name.
Example: “Dear Professor Smith,”
Be Polite and Courteous
Use polite language and proper manners. Words like “please” and “thank you” go a long way in making your email sound respectful.
Be Clear and Specific
Stay focused on the purpose of the email. Be clear and concise while ensuring you provide all necessary information. Get to the point quickly and clearly. Specify the reason for your email, provide any necessary context, and be concise without sacrificing clarity.
Proofread for Grammar and Spelling
Double-check your email for grammatical and spelling errors before sending. This reflects professionalism and attention to detail. Proofread for typos, spelling errors, and grammatical mistakes.
Avoid Using Informal Language or Emojis
Avoid slang, shorthand (like “u” for “you”), emojis unless you know the recipient well and they are appropriate in context, or excessive exclamation points.
Formal Closing
End with a formal sign-off such as “Sincerely,” “Best regards,” or “Thank you,” followed by your full name.
Include a Signature
End the email with a closing phrase like “Best regards” or “Sincerely,” followed by your full name and contact information.
Example: “Best regards, John Doe Biology 101, Section B”
Be Mindful of Tone
Since tone can be misinterpreted in writing, be careful to avoid sounding rude or demanding. A polite, professional tone is vital. Written communication can be misinterpreted. Avoid sounding demanding or abrupt. It’s often helpful to read your email aloud to check its tone.
Attach Files Properly
If attaching documents, mention them in the email and ensure they are correctly named (e.g., “John_Doe_Assignment.pdf”) and the correct format is used.
Respond in a Timely Manner
Respond to emails promptly, typically within 24-48 hours, especially if the matter is time-sensitive.
Avoid Sending Emails Late at Night
Unless it’s an emergency, sending emails during regular working hours is preferred. If you must send an email late, it’s considerate to acknowledge the timing and clarify that a response isn’t expected immediately.
Use “Reply All” Carefully
Only use “Reply All” if everyone in the email thread needs to see your response. Do not clutter inboxes unnecessarily.
Email Etiquette Matters for Students
By adhering to these principles, students can ensure that their emails are proficient, straightforward, and well-received. Following these guidelines ensures students communicate professionally and respectfully with instructors, colleagues, and other professionals.
School is for learning new things and new skills. Email etiquette is one of those skills that knowing and honing will do nothing but serve you well in the future, regardless of your path in life.
You are what you type; you are the words you choose to use. Know that what you type will be taken at it’s face value by the other side — that they will take you at your word(s).
