Email is everywhere; however, not everyone knows how to use email effectively and professionally. Though your friends may not care about typos, spelling errors, complete sentences, use of acronyms, and how you come across, your professors, boss, professional colleagues, and clients will care.
Following the rules of email etiquette will help to make a professional and positive impression on the readers of your emails. Ignoring the rules of email etiquette can reflect poorly on you. Email is often your first point of contact when sending in a job application, asking for academic help, needing something from your boss, or communicating with a client or colleague. Here are some tips on making a positive and professional impression.
What does “Professional” mean?
“Professional” email is:
- Email sent to professors or other college employees.
- Email sent to your boss or superior in a work situation, even if you know him/her well.
- Email sent to a work colleague or another student in a classroom capacity.
- Email sent to a client in a work situation.
- Email sent to a prospective employer.
- Email sent to another professional or organization in request of information, goods or services.
Even when writing emails to your friends, using professional email etiquette can help to improve the communication process in general. This doesn’t mean you have to be formal with friends, but following some of the email etiquette rules can reduce the risk of miscommunication and improve your ability to say what you mean to say in the way you intend to say it.
Why does it matter?
In an email communication, you do not have the ability to use all of your communication skills to get across your message. You can not use facial expressions, body language, or gestures to improve your communication. You have only your words. The words make an impression and communicate the message. Take a look at a sample email to a college professor:
Hi i’m in you’re english class and i wuz wondering wheather we have anything due 2morrow or if i dont need to do anythign for class. i wuz wondering to if u could tell me what grade i get on my last test because i need 2 know 2 keep my scholarhsip! thanks you.
What are your first impressions of this email? Most of you are probably thinking “no—not so smart.” This is why your email communication matters. Let’s see another version of the same email that gets to the point in a different way:
Dear Professor Garret – My name is Bob Erikson, and I am currently in your Modern American Literature class. You mentioned that you would be returning our exams week after next; however, the organization that awards my scholarship is requesting my mid-term grades next week. Would it be possible to receive my grade early, or, if you do not feel you can pass that information to me early, could we arrange for you to contact the organization with that information? I appreciate your help very much. Thank you for the consideration. Bob
See any difference? The email explains the situation in a courteous and direct fashion. This second email shows that Bob realizes that he is asking the professor, who may be a very busy person, a favor. Which email do you think Professor Bob is more likely to respond to or want to help with?
The manner in which you present yourself in an email can have a direct correlation to how people respond to your and how they continue that relationship with you in the future. See our article on Tips for Professional Email Communication for more details about effectively communicating through email.