I get it. We live in a text society. Communication via text message is quick, easy, and sometimes, only gifs can get our point across, but the academic and business worlds still hold professional communication sacred. Applying for jobs, email correspondence with professors, and communication with professional networks largely require that you showcase your ability to construct formal thoughts, ask questions, share opinions, and communicate ideas while using complete sentences and correct grammar. Who really has time for that?!
If you want the person receiving your email to respond to you, avoid these 5 things that are sure to evoke a massive eye roll:
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Don’t write like the reader is your best friend.
Yeah, your professor seems totally cool and laid back during class, but that doesn’t take away from the years they’ve spent earning that Ph.D. The general rule is to always address faculty in the most professional way (i.e. Dr. Petrel or Professor Petrel) until they tell you it is okay to call them something else (i.e. Pete). Don’t start your emails with, “Hey Petey, Can I get a few more days on that lit review?” Instead, opt for “Dear Dr. Petrel, Thank you for the feedback on my literature review assignment. May I have until Monday to revise and resubmit? Sincerely, Student.”- Don’t assume the reader knows who you are and why you are emailing.
Consider who is reading the email and what information are they going to need before they can respond to you. Sometimes networking begins with an email out of the blue to a professional at a company with which you are interested in pursuing employment. Be sure to clearly outline who you are, what you are interested in, and why. Don’t ask vague and untimely questions that you can find answers to elsewhere such as, “Can you tell me more about the marketing position?” Do your research first and make sure you are using this initial contact efficiently by saying, “Dear So and So, I am a senior marketing major at Oglethorpe University who will graduate in May 2017. I found the listing for the Marketing Assistant position (#55555) on Career Connect and I am very interested in submitting an application. Beyond the minimum requirements listed in the job description, could you share the top three traits the best candidate for this position should possess? Thank you for your time. Sincerely, Student. - Don’t use informal language and emoticons.
You may get to a point with another professional where you know they totally get you whether you are using words to describe something or emoji’s, but until that day, it’s best to assume the professional stance and avoid acronyms and colloquial language. “Heyyyy! My resume is on fleek! You should totally hire me for the sales position in Town Brookhaven. I live right by there! ;P LOL!” This rule includes the subject line of your email. “Application for Retail Associate at Town Brookhaven Location” will go a lot further than “This is my DREAM JOB!” - Don’t ramble on and on and on.
Make sure you have a well thought out email constructed before you hit that send button. Is your email clear, to the point, and easy to read? Is there any excess information that could be confusing or take away from the email’s purpose? The reader doesn’t need your whole life story in order to respond to your inquiry. A simple, “Dear Professor Petrel, Can we schedule a time to discuss the upcoming test? I am concerned about a scheduling conflict. Sincerely, Student” should do the trick. - Don’t forget to proof read for spelling and grammar mistakes.
Those colorful squiggly lines under your spelling and grammar mistakes are great and all, but they are not always able to eliminate 100% of your errors. Be sure to read back through your writing and make sure you haven’t overlooked something. “it would be to bad if the employer rolled there eyes at allll you’re typos……..”
So next time you find yourself writing an email to a professor or potential employer, be sure to refer back to this list and evaluate your email for the glaring don’ts in this article. Abiding by these rules is sure to keep you on the track of continued professional correspondence!
Here are some links to other articles about professional email and letter writing:
How to Write Clear and Professional Emails via Envato
Re: Your Recent Email to Your Professor via Inside Higher Ed
Written by Erin Sherrill, Career Outreach Specialist in Career Development
To schedule an appointment with Erin, call (404) 504-1993 OR if you want to attempt an email, send it to [email protected]. Professional emails only, please!
