Email Etiquette 101

(Adapted in part from “Email Etiquette” at OWL at Purdue.)

In addition to asking questions in class, please feel free to contact me via email. I promise to respond to emails in a timely fashion (within 36 hours) and in a courteous manner, but I expect a certain level of professionalism on your part in return. Here are a few important points to remember when composing an email to me or another faculty member:

  1. Be sure to include a meaningful subject line to help clarify your message. Never leave the subject line blank. Appropriate examples might include “Appointment Time,” “Absence,” or “Assignment Clarification.”
  2. Just like a written letter, open your email with a greeting like “Dear Dr. Jones” or simply “Professor Smith.” You may address me by my first name, but be sure to adjust your level of formality to reflect your relationship with other recipients.
  3. Include your first AND last name as well as your course number at the close of your email. I teach multiple classes and may even teach other students with the same name.
  4. Always use standard spelling, punctuation, and capitalization. In other words, PLEASE DON’T YELL AT ME IN ALL CAPS.
  5. Be friendly and cordial. Tone is difficult to discern in writing, and stating, “I really don’t mean any offense” at the end of an angry email will not change the fact that you probably already offended your recipient. To avoid potentially uncomfortable situations, keep emails brief. Do not express frustrations via email. Instead make an appointment and hold the conversation in person.

Appropriate emails:

Subject line: Appointment

Ginny:

I’d like to make an appointment with you to discuss my course grade. Are you available this Tuesday? I’m free anytime between 9AM and 2PM. Thank you.

Staci Adams, E110-065

OR

Subject Line: Insight Essay 1

Dear Ginny,

Please find attached my most recent draft of the Insight Essay. Thank you.

Staci Adams, E110-036

Inappropriate email:

Subject line: (No Subject)

hey, i don’t really get why i got such a low grade. can i come by your office tomorrow? let me know. THANKS!!!

staci

Please note: I view any conversation, whether online or in person, as an extension of our class. Failure to comply with the above criteria may result in a lowered participation grade.