The 10 Commandments of Academic Emailing

By Dr. Sviatlana Kroitar 

You’ll frequently need to send professional emails at university to effectively communicate with faculty and staff. This could involve seeking clarification on coursework, exploring internship opportunities, coordinating meetings, or explaining absences.  

Regardless of the purpose, academic emails should always adhere to professional standards. Email etiquette ensures your messages are respectful, appropriate, and reflect a professional tone. 

To help you write effective academic emails, consider these helpful tips. 

1. Think before you click: is an email necessary? 

Before you write an email, ask yourself if it is really necessary. Begin by researching the issue yourself. Consult university websites for FAQs, review your syllabus, schedule, assigned tasks, and course materials. Seek assistance from your peers.  

If you’re still unable to find the answer, consider the best way to contact the appropriate person. If your question can be easily answered by email, proceed. For complex issues needing discussion, consider a meeting during office hours or after class. 

2. Know who to contact 

Avoid indiscriminate dissemination of your message. Direct your correspondence to the individuals possessing the requisite expertise. This approach optimizes response time and enhances the effectiveness of your communication. 

3. Go Pro: utilize your university email address 

Maintain professionalism in academic communication by using university email addresses. This official format immediately signifies the message’s relevance to your studies. When a university email is unavailable, a professional-looking address like firstname.lastname@example.com is an acceptable alternative. 

4. Subject line: cut to the chase 

“The subject line is crucial. It should succinctly convey the purpose of your email and guide the recipient’s immediate understanding. A well-written subject line significantly increases the likelihood of your email being read. 

5. Use proper salutations and closings 

Begin your email with a formal and polite salutation, such as “Good morning, Professor Fitzpatrick,” followed by a comma. Ensure the accuracy of the recipient’s address by referring to their previous email signature or verifying their credentials through a trusted source. 

Conclude your email with a polite closing, such as “Sincerely,” “Best regards,” or “Best wishes,” followed by your full name. To enhance the verifiability of your email, include your student ID number and the full name of your academic program. 

5. Introduce yourself clearly 

Commence your email with a brief introduction that includes your full name, the academic program you are enrolled in, and your current academic year. If applicable, kindly remind the recipient of any prior interactions. This approach facilitates efficient communication and enhances the likelihood of a timely response. 

6. Be specific and concise 

Clearly state what you need from the recipient. For example, instead of saying “Can you help me with this?” ask “Could you please clarify the steps involved in solving this type of problem?” or “Could you recommend some resources to help me better understand this topic?” 

7. Use a professional tone 

Strive for a balance. Avoid excessive formality while maintaining a respectful and professional tone. Use simple, straightforward language that is easy to understand. Refrain from using slang, emoticons, or informal abbreviations like “FYI” or “ASAP.” 

Manage emotions. If you are feeling emotional, take a moment to compose yourself before drafting the email. Maintain a neutral and positive tone to project professionalism. 

8. Use clear formatting for readability 

Avoid All Caps as writing in all caps can be perceived as shouting. Use short paragraphs, white space, and an appropriate font and size. Highlight key Information by using bold or italics sparingly. Use bullet points or numbered lists if appropriate. 

9. Proofread, proofread, proofread: check for errors before sending 

Before sending your email, meticulously proofread it for any errors. Utilize a spell-checking tool to identify and correct any spelling mistakes. Furthermore, carefully review your grammar and punctuation, ensuring accuracy and clarity. Double-check the spelling of your professor’s name to avoid any embarrassing situations. 

10. Patience is key 

When possible, send emails well in advance of deadlines or desired response times. Avoid sending emails outside of typical working hours (e.g., late at night or on weekends). If you must send an email outside of working hours, schedule the delivery for the following business day. 

Keep in mind that professors have busy schedules. Be patient and allow them adequate time to respond (at least one business day). Avoid sending multiple follow-up emails within a short timeframe. 

If you have not received a response within three business days, it is acceptable to send a polite reminder.