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Think Before Emailing
Be careful about overusing e-mail with faculty, especially for questions that can be asked in class or
where information is available in the syllabus or easily accessed elsewhere. -
Subject
Make sure the subject is relevant to the content in the email. -
Cc-ing Others
Avoid using c.c.’s, unless the professor has asked you to do so. Write to the faculty member first, solo, before bringing others into it. -
Proper Greeting
Use greetings such as:
-Professor,
-Hi Professor ____,
-Hello,
etc. -
The Body
• Avoid all caps
• Emoticons should be used sparingly, if used at all, to convey tone
• Be specific, do NOT use slang, and avoid sarcasm to eliminate any misunderstandings -
The Signature
Include your name and contact information. If you use a nickname, write your full name first with your nickname in parenthesis or not at all. -
Review the Email
-Review, reread, and rewrite before pressing ‘send.’ Remember that the professor can’t see your face, and does not have access to nonverbal cues, so overly emotional messages leave room for
misinterpretation.
-Double-check the recipients of the email
-Proofread
-Double check that all information is included. -
Email Content Warning
Remember that e-mail is not confidential. You cannot prevent a recipient from forwarding an e-mail. If you are the one forwarding an e-mail, review all of the content before forwarding and consider the consequences of broadening the circle of recipients. -
Waiing for Response
Give the faculty member time to respond. Remember that professors are not available 24/7. Expect that there may be some delay before you receive a response. It might take the professor a day or even two to get back to you during the semester, especially if they are teaching a large class. If a reponse is never received, do NOT email the professor again. This is when you should decide that a more personal form of communication needs to be used such as a phone call or an in-person meeting.