Essential DOs and DON'Ts for Writing Academic Emails

Essential DOs and DON'Ts for Writing Academic Emails

Crafting a well-written email can greatly improve your chances of getting a timely and helpful response. Here are some essential tips for writing emails in academic contexts, though many of these principles can be applied in professional settings as well.

DOs:

1. Use a Clear and Relevant Subject Line:
   Make sure your subject line reflects the content of your message. It should be brief but descriptive.
2. • Good Example: "Clarification Needed on Final Exam Dates"
   • Bad Example: "Help" or "Important"
2. Include Relevant Identification:
   When writing to professors or academic staff, always include your full name, student ID, and the course and section you're in. This ensures they know who you are and can help quickly.
3. Maintain a Formal Tone:
   Your email should be professional. Avoid using casual language or abbreviations. Write your message as you would in a formal letter.
4. • Correct: "Could you please take a look at the attached file?"
   • Incorrect: "Hey! Check the attachment ASAP!!!"
4. Organize Your Email Logically:
   Use proper paragraphs to separate different points. Writing one large block of text makes it hard to follow, so organize your thoughts clearly.
5. Use ‘Reply’ for Ongoing Conversations and ‘Compose’ for New Topics:
   If you’re discussing an ongoing subject, hit “reply” to keep the email chain consistent. If you're starting a new topic, open a new email with a fresh subject line.
6. Proofread Before Sending:
   Always double-check your email for spelling, grammar, and tone before you send it. Many email clients and browsers have spell checkers, which can be helpful.
7. Clearly Explain Problems:
   When asking for help, give as much detail as possible. Describe the problem, what steps you’ve already tried, and any relevant error messages.
8. Attach the Correct Files:
   Make sure to attach the appropriate files based on the task. For example, in programming assignments, attach the source files like .py or .java, not compiled or backup files. Similarly, for assignment or presentation submissions, attach files such as .pdf or .ppt to ensure proper format for review.

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DON'Ts:

1. Avoid Excessive Punctuation or All-Caps:
   Don’t overuse exclamation marks, question marks, or all-caps. These can make your message come across as overly emotional or unprofessional.
2. • Incorrect: "I NEED HELP NOW!!!"
   • Correct: "Could you help me with this issue at your earliest convenience?"
2. Don’t Expect Instant Responses:
   It’s important to give the recipient some time to respond. Following up too quickly can come across as impatient. Wait at least a day before sending a reminder.
3. Avoid Informal Language:
   Keep your email formal and avoid using chat slang or abbreviations.
4. • Incorrect: "idk what to do, plz help"
   • Correct: "I am unsure how to proceed. Could you please assist me?"
4. Don’t Skip Proofreading:
   Always reread your email to ensure there are no spelling, grammar, or tone issues. Mistakes can make your email difficult to understand or unprofessional.

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Additional Resources on Email Etiquette:

If you'd like to learn more about how to craft professional emails, you can explore the following links:

• Email Etiquette: The Subject Line
• How to Ask Questions (Jon Skeet’s Blog)
• More Email Etiquette Guidelines
• Daily Writing Tips on Email Etiquette
• F&M College Email Etiquette
• Purdue OWL: Email Etiquette for Students

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This guide was inspired by Annajiat Alim Rasel, a computer scientist and educator based in Bangladesh. He is currently a Senior Lecturer in Brac University. His research areas include natural language processing (NLP), data science, and parallel computing, and he has shared insightful guidelines on how to write effective emails.

By following these guidelines, you can ensure that your emails are professional, respectful, and more likely to receive a prompt and helpful response.