How to Write a Professional Email

Published: October 25, 2018

Author: Sidney Webster

About 269 billion emails were sent or received every day last year in 2017. Now, that is a lot of emails! We live in a world that is transitioning from verbal to typed communication. Fortunately, this saves us time. Unfortunately, for those not as skilled in grammar and spelling, this presents a challenge. Once, my friend and student body president, Jantzen Michael and I were laughing because we were texting, Instagram direct messaging, and emailing all at the same time. Now if that is not over- communicating, I don't know what is. My point is that online messages are ever more prevalent, and you need to know how to type out a professional email if you want to survive in the college world. Lucky for you, we have some answers to frequently asked email questions.

What if I need to email my professor, but I don't have their email?

You can find every professor, employee, faculty or staff member on the Greenville University website. Most schools have this capability. A good tip for Greenville students is to just memorize the format of the email addresses. Every person employed by the college has an email that reads, "first name.last name @ greenville.edu." Similarly, every student's email reads, "first name.last name student ID number @ panthers.greenville.edu." If you know the person's name, it should pop up, you just have to start typing.

What should the subject line be?

The subject line should be the subject. Seems too obvious, but the subject line should include what you are going to talk about. With that being said, keep it simple. If I was going to send an email to my Introduction to Education professor about how I was going to miss class the next day due to a last-minute doctor's appointment, my subject line might read, "Class on Wednesday." Notice that I did not mention that I was going to be gone. That was intentional. The subject should be about the message, but should not give everything away. You want to ensure that the read the message is read in its entirety. I want my professor to know that I have a reason for missing class, a doctor's appointment, and that I'm not electing to miss class.

How do you start a professional email?

If you are emailing a professor, address them correctly. If they have a doctorate, address them as a doctor. If you are unsure, check the syllabus. Most professors will have their full name and title prefix. When in doubt, just address them as Professor and then their last name.

What should I say?

Writing a professional email is easy when you get the hang of it. Respectful and proper language are some of the most essential keys. It is important to introduce yourself if you have not emailed them before. In this case, tell them your name and who you are to them. If you are in their business management class, say so. Also, include something kind. Maybe state, "I hope you are enjoying your day." Then get to the meat of the message.

How do I conclude the message?

Always say thank you. Always "sign" your full name. It's as simple as that.

Do I need to follow up?

Yes, you need to follow up. However, you are not sending a text. Do not expect a response within the first few minutes, or even hours, sometimes even days. That is why it is important to communicate as early as possible. Waiting until 5 minutes before class is not a sufficient enough amount of time. If you need a quick response, say so. Just say it respectfully. For example, "Please let me know as soon as possible because this is a time sensitive matter. I apologize for such short notice." If you have not received a response in a week or more, you need to follow up. Your email could have been sent to their spam folder. Being persistent is vital, but don't be annoying.

Here is an example email:

Subject: Theology 110 Homework

Dr. Jones:

Hello, this is Sidney Webster, a student in your theology 110 class. I had a lot of fun in our first class! I was wondering if we had a homework assignment due. I am unable to access D2L and, therefore, cannot see the content. Please let me know if I need to complete any work. I hope you enjoy the rest of your day.

Thank you,

Sidney Webster

Now that you know how, go write that email you have been procrastinating to write! Happy emailing!