5 Writing a Professional or Academic Email

Using Email

Do you use email often? Who do you communicate with using email? How is communicating by email different from (or similar to) communicating by messages through texting or social media apps?

What does it mean to be “professional” or “academic” in an email? What do you think should be included in a professional email?

Professional Communication

In the last chapter, we learned that it’s important to think about our audience and our purpose when we communicate. If you want to ask your professor for help with an assignment for class, you probably would not ask in the same way that you would ask your friend to give you a ride to work. By using a professional communication style in your email, you are more likely to get what you want, make a good impression, and build stronger connections with others.

And most importantly, people are more likely to read and respond to your message when you use a professional style.

Read the two example emails below. Which one is more professional? Why?

Imagine that you are Professor Gates. Which email would you prefer to receive? Which email is easier to respond to?

Parts of a Professional Email

When you want to want to write a professional email to a professor, other college staff, your supervisor, or others, make sure that you include these things in your message:

• Send from a professional email address. Your email address reflects you. If you use your student or work email account, you will appear more serious and professional. If you use your personal email address, make sure it is appropriate. Which of these email addresses are more professional?
  • • MariamH@gmail.com
    • Ilovecandy@gmail.com
    • HappyLinda@icloud.com
    • MarioCastro@students.ucla.edu
• A clear subject. A good subject should be descriptive, but short. It should communicate the purpose of your email. Do not write a full sentence; three to five words is best. Do not leave the subject blank. Which of these subjects do you think is best?
  • • Request Appointment
    • I need an appointment tomorrow for help with homework
    • Help!
• A polite greeting. In speaking, we always greet someone before we ask for something. It’s the same with email. Use a greeting that is polite, but not too formal. In email, we usually type a comma after the greeting, and then press <Enter> to start our message on a new line. Which of these greetings do you think are appropriate to use for a professor?
  • • Hello Dear Michelle,
    • Dear Michelle,
    • Hi Michelle,
    • What’s up Professor?
    • Hey there.
    • Dear Madam Larson,
• Introduce yourself. It’s a good idea to introduce yourself in the first line of your email. This helps the person reading your message to easily identify you. Remember that your professor may teach several different classes with many students, or your boss might have dozens of employees. When writing to your professor, it’s a good idea to start with your full name and which class you are in. Here are some examples:
  • • I’m _________, and I am a student in your Reading and Writing class.
    • My name is_____, and I am a nursing student at Highline College.
    • I’m _____, from your Level 4 class last quarter.
• Clearly communicate what you need. The body of your message should clearly tell your purpose for writing the email. In the beginning, state what you need. At the end, tell the reader what you would like them to do. A good email message is clear, brief, and polite. Here are some examples of how to state your purpose and tell the reader what you’d like them to do:
  • • I would like to ask you some questions about the homework……………Can we meet tomorrow after class?
    • I want to go to college soon, and I need some help……………Please let me know what are the next steps.
    • I am writing to explain my absence from school yesterday………….Thank you for understanding. I’ll see you tomorrow.
• A polite closing. The closing is how you end the email. Just like the greeting, it should be polite, but not too formal or informal. Notice that we usually type a comma after the closing. Which ones are best?
  • • Sincerely,
    • With warmest regards,
    • Thank you,
    • Best,
    • Regards,
    • Love,
• A signature. After the closing, type your “signature”. An email signature should include your first and last name, your student ID number (for school) or your position title (for work), plus your contact information (email or phone). This makes is easier for the reader to identify you and respond appropriately.

Let’s Practice!

Now it’s your turn to try writing a professional email. Here are some different situations to try writing about:

1. You have a question about one of your assignments for class
2. You want to let your professor know that you will be absent for two days next week because of a family vacation
3. You have some questions about financial aid for college
4. You want to set up a meeting with your boss to ask about changing your schedule