How important is writing a professional email?
Check out this email message from Peter to his coworker John:
Dear John,
SUM1 sent a proposal thru fax yest. Look at it, IMO it’s very good. seems 2 know what we’re luking 4. Pls. Let m know what u THINK over the wknd. 🙂
Thx,
Peter
What does Peter want John to do? It has something to do with reviewing a proposal, but it’s hard to tell.
Did you have to pause and re-read the email a couple of times, or felt yourself hesitate over certain words and abbreviations? These are all signs that the message is unclear or difficult to read.
Look at this version of the same email:
Dear John,
I received a project proposal via fax yesterday. Could you take a look at it? I’ve read it, and it seems very good. Seems like what we’re looking for. If it’s possible, could you please let me know what you think over the weekend?
Thank you,
Peter
Do you find it easier to read? That’s because it uses universal language that anyone can understand. If you remember nothing else about writing a strong email, remember this: The goal is to communicate your message clearly, without the need for follow-up questions.
Imagine if John doesn’t understand what Peter wants. John then must respond to Peter and wait for another email before he can make any progress on the proposal. By then, they’ve both lost valuable time when they could be making progress, probably on a tight deadline.
Like mastering phone calls, there’s an art to writing professional emails. Whether you’re communicating with your instructors at EFSC or your shift supervisor, you can improve your email game by keeping a few simple tips in mind:
1. Use Your Academic/Work Account
Aside from keeping a professional image and establishing a professional relationship, using your academic or work accounts ensures that spam doesn’t block that important email about an exam date or an appointment. It also helps keep confidential information secure. At EFSC, all your email communications should come from your Titan mail!
2. Make the Subject Line Clear
What is your email about? Summarize it in just 5-10 words in the subject line. This helps the recipient know how to prioritize your message. If you have a question about your exam date, for example, try the subject line: “Question about General Psychology Exam Date.”
3. Greet the Recipient
Try “hello” or “good evening” followed by the person’s name and title. Greet them via email the same way you would in person.
4. Tell Them Who YOU Are
Next, thoroughly identify yourself—if necessary. For example: Let’s say you’re emailing a teacher about an assignment in your Composition 1 class. That same teacher might teach four Composition 1 classes on three different campuses. They won’t recognize you from the crowd of students they interact with daily.
For this reason, give the teacher enough information so that they can easily identify you: “My name is Jaymes Brown, and I am a student in your Composition 1 class on the Cocoa campus on Tuesdays at 12:15.”
5. Be Respectful – Err on the Side of Formal
Keep your emails on the formal side. You don’t need to write a thesis. Just avoid coming across overly casual to convey an attitude of respect for the other person and their time. Avoid slang, abbreviations, or too many emojis.
- Instead of: “Hey could u send me that attachment again thx”
- Try: “Hello Professor Smith, Could you please send the attachment to me again? Thank you!”
Remember: the goal is for the other person to perfectly understand what you need in your email so there is no need to follow up for clarification. On that note…
6. Communicate Clearly and Concisely
Aim for no more than three to five sentences when possible. Be mindful about how many exclamation marks you use, and avoid ALL CAPS, as these can sound like “yelling” or “anger” in the reader’s mind. Always proofread before you send your email to ensure it portrays you in a professional way. A carefully proofread email shows an eye for detail and that you’re giving your best efforts.
7. End With a Formal Sign-off
You wouldn’t walk away from your friend without saying “bye,” right? Your emails are the same. Say “thank you very much” or “sincerely” or “best wishes” to signal a polite sign-off.
8. Try to Find the Answers First
Before you contact your instructor, check your syllabus first. Most instructors anticipate the questions their students are likely to have — things like exam dates, weekly homework, and so on — and include these in the syllabus. Check the syllabus first, then your notes, then with a classmate if possible. Reach out to your instructor as a last resort.
9. Follow Up Tactfully
If you don’t hear back within a week (maximum), politely follow up by replying to your email; for example: “I am just following up on this question regarding the exam schedule. Thank you very much for your time.” If it’s urgent, follow up within 24-48 hours.
10. Be Mindful of the “Reply All” Button
If your email only needs to be read by a single person, respond directly to them instead of the entire group. This helps keep everyone’s inboxes clutter-free.
Ready to Practice Your Email Reviewing Skills?
See if you can identify what’s wrong with each email. Imagine you’re a career counselor or instructor having to respond to these messages. Do you have enough information to do so? See if you can identify the issues before hearing the explanation.
Email #1
Subject: Career Services
Hi I would like to make an appointment!
In this first email, the student doesn’t identify who they are, what kind of appointment they would like to make, what service they need, or how to contact them. Because there’s no greeting, it also feels rude, like the student is demanding an appointment from an EFSC staff member.
Email #2
Subject: Titusville Career Assessment Appointment
Hello,
My name is Jayme Smyth.
My phone number is 000-000-0000.
My email is JaymeSmyth003@email.com
Thank you very much,
Jayme
This email’s a bit better than the last one. The student includes all their contact information, which means the recipient can easily get in touch with them. They also include a greeting and closing. However, because they don’t explain what they need, the recipient will have to respond and ask for more information, which costs valuable time.
Email #3
Subject: Hello Mrs. Faye, my name is Jayme Smyth and I am a student of Dr. Jonathan Elts and I am requesting to take the…
This email has no message at all. In fact, the entire message was written in the subject line instead. Oops! This student will need to resend their email.
Email #4
Subject: Career Assessment for Dr. McPhearson’s Class
Hi Jessica,
My name is Jyames Smyth, and I’m a current student at EFSC. I was wondering what days and times you have available for a career assessment appointment. I’m available on Monday the 3rd between 2:00 – 4:00. You can also reach me at 321-000-0000.
I need to take the Career Assessment as part of the Explore Your Major class with Dr. McPhearson. If possible, I would like to set up the assessment from home and would prefer a remote meeting by phone.
Thank you,
Jyames Smyth
Ah, finally! A well-written, professional email. Notice that it’s only about five sentences long, and it includes all the details that the recipient needs to act. There’s a clear subject line, a greeting, and a closing, as well as an explanation of who the student is, what they need, and when they are available. Because of how clear the message is, the recipient can respond right away and get this student scheduled in a meeting quickly.
A Quick Checklist:
Here’s a simple checklist to help you write professional emails every time. Feel free to screenshot it or take a photo with your phone:
- Is your subject line filled in?
- Does your message greet the person by their name and title?
- Is your message as short as possible — about five sentences?
- Do you thoroughly identify yourself?
- Do you clearly explain what you need?
- Will the recipient need to email you back for clarification, or do you include everything necessary for immediate action?
- Do you close out your email?
- Do you sign your name?
If your email meets all these requirements, hit “send!” It’s ready to go.
For more information about professional communications, check out the Communicate like a Pro! workshop, presented by EFSC Career Services.
- 10 Tips for Writing Professional Emails - January 29, 2025
- 6 Ways to Manage Interruptions - January 15, 2025
- 5 ‘Next Steps’ after Graduation - December 11, 2024
