We get it – you know how to write an email!
However, it seems there’s a little bit of uncertainty around some of the formalities that should be used when emailing your lecturers, university staff or staff at the Students’ Union (SU). To help, here are a few basic tips for crafting that A+ email.
Who am I emailing?
Think carefully about who truly needs to receive your email and its content, as reading and responding to emails takes time (and affects the environment too)!
Staff inboxes are often overflowing, sometimes with messages that could have been handled in a brief conversation. Could your email be addressed with a quick chat after a lecture? Or maybe a visit to the SU to speak directly with the person you intended to email? Conversations often lead to faster responses!
Starting Strong!
Casual greetings might feel natural when you’re chatting with friends outside the SU or in the Hangar, however, they are not the best choice when emailing your lecturer or a member of SU staff. Instead, try a more formal opening, such as ‘Dear’ or ‘Good morning/afternoon/evening.’ Once you have a reply, take note of how they address you. If they start with ‘Hi’ then it’s fine to use a similar greeting in future responses.
Formality…
It is sometimes difficult to remember the differences between emailing someone and texting a friend- nowadays they are both accessible on a smartphone. However, they are very different and especially when emailing university or SU staff it is essential communication is professional, polite and formal.
- If you wish to request something, try to form your request as a question rather than a command (e.g. write “Can I have an extension” rather than “I want an extension” or “Give me an extension”).
- Choose your words carefully to avoid any ambiguity. This means avoiding irony and sarcasm, even if you’re tempted to use a clever remark. It also involves softening phrases that could come across as harsh or indifferent.
- Please use proper grammar. Remember you’re at university. If you include slang, SMS language (e.g. btw or tmrw) or acronyms, chances are that most people reading your email won’t understand them—including us!
Be clear
Staff are here to help you, but they need more guidance than just ‘I don’t know what to do for my essay’ or ‘I want to buy a buy an event ticket.’ To ensure you get the right support, consider these three tips:
- Use your subject line effectively – include your module code, or the topic you need support with
- Provide detailed, concise information – let the person know what you’ve already tried, or remember to include your student number or availability if requesting an appointment
- Requests – If you need something, be specific about what you are asking for. For example, instead of saying “Can I meet with you?”, say “Could I schedule a Teams meeting during your office hours to discuss my assessment?”
Repeat emails
Staff receive lots of emails, and we mean a lot! While it can be tempting to send follow up emails or resend emails when you have not had a response as quickly as you want, it often just confuses things and delays a response further. If everyone sends multiple emails it can get very difficult to work through them all. Sending one email, concisely outlining your issue, query or problem is the best way to get a prompt response.
Also, in moments of panic or stress it is easy to let emotions take over. You need to remember the person you are emailing is also a person trying their very best. Emailing when upset or frustrated can lead to its contents being unprofessional, rude and in some cases upsetting for the recipient. Don’t send emails in a blind panic or moment of madness. Think about what you are sending and check it is professional, respectful and appropriate.
On a Professional Accreditation course?
For students on courses that lead to professional qualifications/accreditations, please remember that ALL communications (including those with academic and placement staff) must reflect the highest standards of professional behaviour. This includes email communications. Emails stay forever, they can’t be unsent! Think, check the tone, proof-read again and then send
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