Email Conventions

【Writing Series📝】

[Email Conventions: Is There a Proper Email Format?]

In this week’s writing series, we’ll focus on something you may think is very easy to write up, but it actually takes a great effort to formulate. That is, writing emails to people you may have not had contact with or to authoritative figures. Let’s dive into five precautions to consider when sending or writing an email. 

Writing email messages has turned into a common daily task for any student. Email has replaced phone calls, face-to-face interactions, and various forms of written communication; it has become an integral part of academic communication. In this post, I will provide you with some general advice for email communications with individuals you are not familiar with or with individuals of higher status, like advisors or instructors.

1. Respond to All Personal Messages Promptly

It is crucial to acknowledge the receipt of an email message sent to you. If you have no response or are unsure how to reply, it is important to at least acknowledge the message. For example, here are two instances.

“I just read your question about the manuscript. I'll get back to you ASAP.”

“I've read your message about applying for a fellowship. Thanks very much for the suggestion. I am thinking about it and will get back to you later.”

2.     Be Careful about Forwarding Personal Messages

Keep in mind that personal email messages are intended for you. Before forwarding a message to someone else, consider whether the sender would approve. If uncertain, refrain from doing so.

3.     Check that it is OK to send an attachment 

Attachments are a highly effective way to share files containing your homework or a manuscript. However, only send them if you have arranged this with the recipient, especially if the person still prefers to review and comment on printed materials. Additionally, remember that sending an attachment implies asking them to put in extra effort, namely printing the file.

If you have permission to send an attachment, ensure the files are not excessively large or too many to handle. Lastly, always include a message when sending an attachment.

4.     Check Outgoing Messages before Posting Them 

Once you send an email, it’s gone forever… in a sense that you cannot revise it anymore. It is crucial to carefully review all messages before sending them to avoid any negative impact. If you feel the tone is inappropriate (too critical, too direct, too apologetic, too weak, etc.), it is best to delete the message and start over. It is important to not have a written record of a message that may harm your reputation.

Suppose your advisor sends you this message: 

“Please have a look at the Mills et al. paper in the latest issue of JACL. I suspect it may be relevant to your project. What do you think?”

Why might you choose to discard the responses below? (Keep in mind that email etiquette is crucial - you should come across as a credible student.)

a. I am sorry to bother you. I have read the Mills paper, but I cannot understand it. Could you please help me by letting me know what you had in mind? 

b. I spent three hours in the library reading and rereading the Mills paper that you told me to read. Since it deals with wheat and my project concerns corn, I don't really see how it relates. 

c. Thanks for the excellent suggestion to read the was great. You always have such great ideas. I think I need to rethink the direction of my project before I go any farther with it. I know that you are really busy these days, but I would like to see you tomorrow to talk about how you think I can incorporate some parts of the paper into my work. 

You should consider avoiding these replies because:

a.     You sound rather hopeless here. If you didn’t understand the paper, maybe it’s best to say which parts you need aid on rather than stating a sense of despair.

b.     You seem irritated here. Instead, you could acknowledge the professor's recommendation and ask for clarification on how it connects to your project.

c.     While expressing gratitude and admiration for the professor's suggestion is good, the tone of excessive praise and deference may not be suitable here.

5.     Use the Subject Line to Clearly Indicate the Topic 

Subject lines are essential in email communication, helping recipients understand the topic without having to search through previous messages. They also contribute to making messages clear and concise. In the example below, observe how the student utilizes the subject line to avoid redundancy.

Subject: Guest Speaker for ED 817 "Int. & Comp. Ed" 

To: Sungjoon Cho 

From: Bob Wakefield

How would you like to be one? Professor Walsh is looking for someone to spend an hour with our tiny seminar (about 8 people), and I suggested you. The class meets on Tuesdays from 4-7. Let me know if you're interested! 

Bob

* However, it is important to note that if the recipient does not pay attention to the subject line, it may lead to confusion.

Keep these five suggestions in mind next time you are writing an email! We’ll be back with more tips next week on email conventions.

Your favorite EMI friend,

JJ