Writing Emails: Important Rules You Need to Know

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Table of Contents

Check whom you are sending the email
The subject line of an email should reflect the content of the message
The body of an email should be short and simple
Complete sentences should be used
Avoid humor
Reply to the emails
Do not complain about the grades
Follow the structured layout of an email
References

Writing emails is a form of communication in a textual form. Following the same rules as in face-to-face communication in emails is crucial not to have a negative reaction or an ignoration from the receiver. There are certain important rules for students to keep in mind when writing good emails to instructors and other college staff.

Check whom you are sending the email

In the ‘To’ field the email address of the individual the message is intended for is needed to be typed. The ‘CC (Carbon Copy’ part is used to add individuals who need a copy of a certain email. However, the original receiver will see the people added (Library & Learning Commons, 2021). The ‘BCC (Blind Carbon Copy), on the other hand, is used to hide the email addresses of the individuals getting a copy of the message from the original receiver.

The subject line of an email should reflect the content of the message

‘Subject’ part needs a clear subject line (Kent, 2022). It is important to keep it short and simple. It can include the name and class of the addresser, and what specifically the email is about.

The body of an email should be short and simple

‘Body of the email’ includes a short greeting like in an email. Keep paragraphs brief for simple reading, and if your email message is long, utilize sub-topic headers ().

Complete sentences should be used

It is better to try to keep emails brief, use complete sentences, use a professional font, and give the proper adieu that matches the message of the email. Before sending the email it is essential to double-check the grammar and punctuation.

Avoid humor

In a professional letter, it is better to avoid humor, especially when writing to instructors and professors. Humor might be superfluous in a professional setting, and not everyone interprets comedic tone in the same way.

Reply to the emails

Replying to emails also serves as good email etiquette, even though it is not always necessary. If the email is from the institution’s staff, or professor, it would seem not respectful not to reply to them.

Do not complain about the grades

Complaining about the grades in the email does not leave a good impression. Therefore, it is important to always think of the tone of the message written in the email.

Follow the structured layout of an email

The content has to be revised if the message runs long and if the layout is not structured. If there are any files attached to the email, they always must be referenced in the text. Emails are meant to be short and concise, so the paragraphs should be short with spaces in between.

References

Kent, C. (2022). Email Matters. Journal of Multidisciplinary Research, 14(2), 53-60.

Library & Learning Commons. (2021). Digital Literacy: Computer Skills, Netiquette & Internet Safety.

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