The correct use of the human behavior while writing an email is called Email Etiquette. It may be different for whom we are writing the email – teachers, friends, boss, co-worker, and, subordinate. But the purpose is same, i.e., to maintain a code of conduct while communicating to others. It is important to show respect to the people who are reading your email as it helps in maintaining a positive relationship between you both. So, make sure that you engage in appropriate conversations with them.
What is the importance of Email etiquette?
An email is still one the most effective ways to communicate to people. When using it, you must try to keep the following three elements in your mind: professionalism, politeness, and friendliness.
We have put together few tips on Email Etiquette that every student can use while writing emails to their teachers.
Remember the basics:
- The opening and closing: Make sure that you greet respectfully, otherwise it might sound rude to them. When closing your email, always include your full name and class period. Also, write your class and the subject. This will make it clear what you wanted to convey to your teacher.
- The language and tone that you use should be professional and formal.
- The length of your email should not be more than one screen. Try to keep it short and include everything in one go.
- Use a simple but professional font and avoid using capital letters.
- If you want to highlight a specific message in your content, use shades of blue or green. Colors such as orange or red may seem to be aggressive for the reader.
Set the tone:
- Writing in a positive tone can keep the teacher engaged in your email for a longer duration.
- Try not using negative words which can
- Avoid using emoticons which can lead them to misunderstand what you want to convey.
- Try to write in a way that your teacher thinks that the sender is a friendly person. You will want them to reply to your email soon after reading it.
You should use an email as a source of communication when you feel that it is not important to engage in face-to-face session. If you have a small and easy question, which can be answered quickly in a paragraph or two, then emailing the teacher is the best option.
However, don’t use it if you need to get an extension for your assignment. Make sure that you don’t engage them in longer conversations on email. You don’t want them to get angry or frustrated, but if you feel that things are heating up, then meet them in person.
Checklist before clicking the send button:
- Appropriate greeting and salutation.
- Make sure that you have spelt their name correctly.
- Proofread your entire email for any signs of grammatical or typo errors.
- Ensure that the attachments are included, if required. Notify them about what you are sending, its format and make sure that the file is compatible for them to open.
- Use of relevant information: Your email should only talk about the subject-matter.
- Remove any content that might be inappropriate for them.