Sending Emails in College

1. Sending Emails in College

2. Why Are Email Skills Important? • Primary method of communication between students and university faculty/staff • Conveys two types of information • What did you say? content • How did you say it? style, tone, vocabulary, manners, spelling/grammar, clarity, etc. • Creates an impression of the sender • Communication skills, abilities as a student • Professionalism, maturity, investment in education

3. College Email Etiquette Guidelines

7. Additional Email Etiquette Tips • Check your email frequently and reply promptly • Pay attention to “Reply” versus “Reply All” • Once an email dialogue is underway, some aspects may become less formal • Use the “reply” feature instead of starting a new email so you don’t have to repeat all the background information each time • Depending on your relationship with the recipient, more informal salutations, less context, or slightly more casual language may be appropriate • However, some aspects – especially tone, spelling/grammar, respectful language, etc. – should remain formal

8. College Email Template

9. Sample Email Based on This Template Dear Dr. Stevenson, Good morning. This is William Banks from your PHYS 1200-007 class that meets MWF at 9:00 am. I’m emailing you to request additional help with this course. I’m having difficulty understanding the theory of relativity that we discussed in class. So far, I have read over my notes, reread the textbook, and asked a friend in the class for help. Would you be willing to meet with me to help me understand it better? I’m available during your office hours on Wednesday at 11 if that would work for you. If not, is there a more convenient time when I could visit your office? Thank you very much for your help. Sincerely,William Banks

10. Another Email Template

11. Review These Emails • Look at the emails on the next two slides • Assess each email based on the following questions: • Is the email effective and clear? • Does it convey what the student most likely wants to convey? • Does it convey anything the student may not want to convey? • How could it be improved? • How do you think the email would impact the recipient’s impression of the sender?

12. Cameron’s Email

13. Jane’s Email

14. Compare These Emails to Our Guidelines

15. Sample College Email Scenario As a class, draft an appropriate email to send in the following situation. Remember to use the guidelines discussed in the lesson. You are registering for spring semester classes. Last week you met with your academic advisor to discuss the courses you will need to take in the spring and also spent time developing your preferred schedule. One of the classes you had planned to take is now full, and you are not sure if you should ask for special permission to be added to that class or if you should just select something else. If you need to select another course, you are not sure which one to select. Compose an email to your advisor to ask for guidance with this decision.

16. Sample College Email Scenario As a class, draft an appropriate email to send in the following situation. Remember to use the guidelines discussed in the lesson. Your next assignment in your English Composition class is a research paper. You do not feel completely comfortable using the university’s library and would like some assistance with finding sources for your paper. Compose an email to the reference librarian to set up an appointment. Be sure to let the librarian know the topic you have selected so that s/he can be prepared for the meeting.

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