Transition with Purpose: Pathways from English Language to Academic Study

138 ACTIVITY 19: EMAIL ETIQUETTE OBJECTIVE: STUDENTS REVIEW FORMAL EMAIL ETIQUETTE TO REQUEST A MEETING OR A SYLLABUS. TASK: REVIEW FORMAL EMAIL ETIQUETTE By now, most students have had to write a formal email to an advisor or instructor, but it is an ongoing concern in higher education that students’ emails are just too informal and can even be impolite or rude. When you email any employee at a college or university, a formal email is required; this includes an email to any advisor, professor, instructor, teaching assistant, mentor, tutor, or staff. ALL FORMAL EMAILS INCLUDE THE FOLLOWING: 1. Use your official university email account, not a personal account. 2. Be specific, polite, and include a short subject line. For example: a. Do: Request a Meeting b. Do: Request a Syllabus for BA 201 c. No: I want to meet you! d. No : Send me your syllabus. 3. Use a proper salutation. For example: a. Do: use the name of your advisor or “ Dear Advisor ” if you don’t know their name b. Do: Dear Dr. (insert last name) c. No: “ hey ” or “ how’s it going? ” d. No: send an email with “ Dear Advisor ” if you are contacting a professor. Be sure that their job title actually matches their job. 4. Use professional language. Be brief and specific. For example: a. Do: I would like to make an appointment with you on Tuesday, May 13 at 2pm to discuss next term’s registration. a. Do: Make an appointment. Use your student ID if requesting an appointment with an advisor. b. Do: Request a syllabus for a class you are thinking of taking next term; include the course section, and if it is online or hybrid, if necessary. c. No: slang, jokes, profanity, text writing, exclamation points, or emojis. 5. Use a proper expression for closing and always include your name: a. Thank you, b. Best, EXTENDED INFORMATION : The websit e Phraseum has helpful phrases and structures that you can use when composing an email request.