Before we start writing a professional email, we need to understand the differences in terms of register, that is, between formal and informal email communication. In other words, the implied rules to email friends and family differ from the conventional norms to communicate with professors, colleagues, and other interlocutors. In this entry, we will focus on the latter: the formal register in email communication.
The general rules in email communication are the following:
- Be concise: no longer than four short paragraphs, where you clearly state the information you want to provide or highlight.
- Establish a professional, courteous tone that shows collegiality.
- Use standard spelling and punctuation, that is, avoid textspeak or informal language that you might use with friends and family.
As in any piece of writing, plan ahead before drafting, editing, and proofreading the text you are composing. These are some of our recommendations:
- Use an appropriate email address, usually affiliated with your institution. Instead of “buckybadgeristhebest@gmail.com,” you should use “bucybadger@wisc.edu”
- Make sure you’re not replying all on group emails unless your response is meant for the entire group. This might create a problem of miscommunication.
- Check to be sure that you aren’t sending oversized attachments (for those instances, you can share a google drive link).
After you have followed these recommendations, you would like to include the following in your email:
1. Subject Line
Include a subject that is meaningful and clear. If it is an urgent matter, you can include this information at the beginning: “[URGENT] Bucky Badger Ceremony”. If it is an event or a deadline, you can include the date and/or place in your subject line: “Grammar Workshop: HCW 6191, Monday, November 4, 4 pm
2. Salutation and Signoff
Begin your email with a professional salutation, addressing the recipient by their title and last name. For instance, “Dear Professor X,” “Good morning Dr. X,” etc. Avoid casual greetings such as “Hey” and “Hi” (unless you have built a stronger or friendlier relationship with a colleague or professor). End with a professional signoff followed by your name, such as “Best regards, X,” “Sincerely, X,” “Best wishes, X.”
3. Reason for Writing
Clearly state and explain your reason for writing (you can use bold words for the most essential information). Include a question or two so that the recipient knows how to respond.
4. Introduction
When writing to someone for the first time, let them know who you are. This section can antecede or include your Reason for Writing. For instance, “I am writing to ask you about a guideline in the graduate application. My name is X. I am an undergraduate student of English at the University of Y…”
5. Relevant Information, Appreciation and Next Steps
Include links to any relevant documents or information. Remember to thank the recipient for their time. It plays to be polite! You can always refer to possible next steps depending on the availability or the response of your reader. For instance, “Thank you for your time. I look forward to hearing from you and setting up an appointment in the near future.”
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