Emails

Intro

Before you send an email make sure

  • You are sending it to the right person
  • To proofread before sending
  • Nothing could be misinterpreted
  • You sending it from the correct email account

Subject line

An email should have a specific subject line so the recipient knows what the email is about and what to expect when they open it.

Greetings & Salutations

Include a greeting in an email. Including a greeting makes you seem friendlier and more respectful; ensure that your greeting is not too casual because you do not want to come off too friendly.

Make sure you spell the recipient’s name correctly and address them by their proper title. Know if they go by Dr., Professor, Mrs., Ms., etc.

When writing formal emails or when contacting someone you don’t know, you should greet the recipient with Hello or Dear.

Examples:

  • Hello Dr. Pastore,
  • Dear Professor Pastore,

If you are sending an informal email you can choose to simply write Hi or Hello.

Examples:

  • Hi Nick
  • Hello Mr. Pastore,

BCC versus CC

BCC stands for blind carbon copy. None of the recipients of this email will know that you sent it to this person.

CC stands for carbon copy. All of the recipients of the email will know that you have also sent this email to this person.

Closings

You should include a closing. Consider your relationship with the recipient and then pick the most appropriate closing.

Here are some commonly used email closings:

  • Sincerely,
  • All the best,
  • Warm regards,
  • Warm regards,
  • Cheers
  • Thanks,
  • Thank you,
  • Thanks in advance,
  • I appreciate your [help, feedback, input, etc.],
  • Looking forward to [hearing from you, seeing you, etc.],

Content

Paragraphs should be relatively brief and skip a line between each one to make reading easier.

How to Request an Extension

If you decide to email and request for an extension, make sure you read your professor’s syllabus first. Before drafting your email, make sure you understand their rules. In your email you should accept responsibility for your actions and briefly explain why you believe you will no be able to meet the deadline. Write a respectful email where you accept responsibility for your actions and politely ask if there is a possibility that you can have an extension.

Making an Appointment Outside of the Classroom

If you miss class because you are sick you should send your professor a polite email about why you were absent. You do not need to include nitty gritty details about your illness. If possible, include a note from the clinic to prove your absence.

Do not ask if you missed anything important. If the professor teaches this class and showed up-- chances are they think every class is important and would like you to as well.

Do read their syllabus and know their attendance policy before you email them. Your grade could depend on it and it will show a lot of respect to the professor.

Do not demand that the professor give you class participation points just because you provided them with a doctor’s note.

Do ask to make an appointment with them during their office hours to catch up on what you missed if you are feeling behind.

by Giulia Pastore