Online Communication

Identify the Purpose:

Before you start drafting an email, it is important to understand what the purpose of the email is and who your audience will be. This is something you need to think about for any kind of writing and it influences the style and tone of your writing. 

Purpose may include:

• Emailing a paper to a professor
• Seeking clarification for assignments or due dates 
• Responding to professor emails
• Scheduling a meeting for office hours. 

Drafting your Email:

Appropriate Username
Make sure you use an email or username that is appropriate. It should be something that you will be comfortable saying out loud in front of a professional audience. This may be the first impression that you put forth to a professor or an employer.

It would also be helpful to include most of your first or last name, making it easy for your recipient to identify you. If you have a college or school email, be sure to use that email to communicate with your professors. 
 

Include a Subject Line 

Before you choose what to write for your subject line, make sure you check to see if your professor has specific requirements for email procedures in their course syllabus. If they do not have any requirements, you can put your name and course code in the subject line. This will help them identify you and give them a heads up on what you are emailing about.You can also give a brief description (2 - 3 words) about the content of your email so that it is easy to determine the urgency of your email. 

If you are emailing someone who is not your professor your subject line should be something that will allow the recipient to identify you and the purpose of the email. 

Greetings/Acknowledgements

Before you start typing your email you should always start with a greeting and, if available, include the recipient's name. Be careful about how you address your reader. For instance, beginning an email to your professor with “Hey!” might be perceived as being rude or presumptuous (as in “Hey you!”). If you are emailing your professor, the correct way to address them would be available to you in the course syllabus. You should take the time to check how to spell their name correctly. Including a greeting and acknowledgement in the beginning of your email shows a sense of respect.

If it is an employer, do some research to find a specific person to address in the email.  If you are not able to find a name, you may address the department or have a general greeting that is professional.
 

Message

Get to the point, the purpose of your e–mail. Attempt to avoid long stories and presenting of scenarios or situations you find need paragraphs to explain. When you communicate clearly or ask a direct question, you are more likely to receive a quick response. 

Example: “I need to clarify an aspect of the assignment due next week. Would you prefer the paper double spaced or single spaced?” 

Reflect on the tone of your message. When you are communicating through email, your words are not supported by gestures, or other cues, so it may be easier for someone to misread your tone. For example, sarcasm and jokes are often misinterpreted and may offend your audience. If you’re unsure about how your message might be received, you might try reading it out loud to a friend to test its tone.

Proper Email Message Format: 

1. State your purpose of writing 
2. Provide some context 
3. Use short paragraphs to separate thoughts
4. State desired outcome at the end of your message or next step. (If you are requesting a response, let the reader know) 

Concluding Your Email

 Once you have typed your message, make sure you sign-off and include your name before hitting send. 

Sign-off Examples: 

• Sincerely, 
• Best Regards, 
• Regards,