Email Etiquette

 

As emailing and instant messaging have become more integral processes in our daily lives, many of us have become more casual in our written communication style.  While your friends may not mind reading informal, incomplete, or grammatically incorrect messages, this isn't appropriate when dealing with instructors, advisors, or anyone in the professional world.
 

In order to get your message across and receive the feedback you desire, you must put time into writing well thought-out and professional emails.  Here are some basic rules to keep in mind when emailing:
 
-         Identify yourself by first and last name when writing to advisors.  When writing to an instructor, also clarify what course and section you are in.  A message that simply reads, “What was the last assignment that you gave in class today- Chris,” leaves the instructor wondering who you are and to which of his course sections you're referring to.
 
-         Use proper grammar, and format your email as if it were a formal letter.  Use full sentences, punctuation, and paragraphs.  Writing in all capital letters is the written equivalent of screaming at someone, using all lower cases is confusing.
 
-         Don't ask complicated questions that would require long answers.  If your issue is one that would require an actual discussion, you should make an appointment to meet with your instructor or advisor, or go to their office hours rather than expecting them to engage in a lengthy email exchange.
 
-         Give the email an appropriate subject line and be clear about your purpose.  If you do not make a succinct point or ask a clear question, the recipient of your message will not know what you want and may end up ignoring you rather than asking for clarification.
 
-         Use your official university email account.  When you send a message from an outside account, it can easily be mistaken for spam and overlooked.  Also, be sure that your username is not inappropriate or crude if you expect someone to open your message.

 

**This information was obtained directly from the Daily Wildcat for 9/12/07 "The Weekly Advisor" Sponsored by the Advising Resource Center

 

Phone Etiquette

 

•  When leaving a message for a professor or advisor, first identify yourself by first and last name.  When calling an instructor, also clarify what course and section you are in. 

 

•  Speak slowly and clearly.

 

 

•  Leave a number where you can be reached. Say this number slowly and repeat it at the end of the message.