7 Steps to Email Etiquette – How to Properly Write an Email

Welcome to WithRinka! My first post is dedicated to unpacking email etiquette. I think this is the perfect topic to start with because writing proper emails is a SUPER important skill in college and life. Whether you’re an incoming freshman ready to learn and reach out to professors or a senior ready to graduate, this article is for you!

As a fellow college student myself, I wanted to share with you some tips that I think you will find useful when contacting professors. Most of the friends I’ve talked to really struggle with writing proper emails. “What if I sound too rude or arrogant? What if I make a bad impression?”

I admit, it can be scary. Every college student has probably had these thoughts sometime throughout their undergraduate years. But don’t worry, I’ve got your back! Here are 7 important steps that you should follow when writing to your professors.

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Step #1: Begin with a greeting

If you want to sound polite, you could start addressing them as Dear ___, but Hello ___ is totally fine. I’ve seen some people write Hey ___ which I think is too casual, but To Whom It May Concern ___ is too formal!

I would suggest the salutation to be “Professor”, as some may not be comfortable with you referring to them by their first name. Even if you’ve talked to a certain professor a few times already, it’s important to recognize that they may not remember you! Especially in public schools, where class sizes are typically around 500 students. I wouldn’t address them by their first name unless they specifically request to 🙂

Step #2: Introduce yourself

Start your email by properly introducing your name, year, and major. Be clear about why you are emailing them. Or what you want from them. They are more likely to respond if they know who wrote this email and for what reason. Also, state your connection to that professor, if you have any. For example, if you are taking a class they are teaching, write that you are a current student!

***If the professor knows you already, you can skip this step!

• Extra tip: I’ve seen some people write “I hope it was okay reaching out” in their emails. DO NOT write this!!! This is not very effective and professors would wonder why you reached out in the first place. Remember, it’s okay to be more assertive.

Step #3: Refrain from complicated words

Professors are human and are busy too! They have to attend to their own lives. It would help A LOT if your email is brief and concise. Get right to the point.

For example, if you’re emailing a professor to meet with them about an assignment, you could write something like…

“I am looking to book an appointment with you to get some guidance on this week’s assignment. Is there a time when I could meet with you through zoom? I am available MWF from 3:30-5:00PM.”

This step is about refraining from complicated words and confusing the reader. That being said, avoid casual language. Emailing a college professor is different from emailing a friend. “What’s up?” good intentions will not leave a good impression. You want to present yourself as professional.

• Extra tip: If you are contacting the professor for something urgent, don’t hesitate to write IMPORTANT or URGENT in the subject title.

Step #4: The 5 Ws

Ah, the 5 Ws. Who, what, where, when, why. You may have seen this used in journalism to tell stories, but I use this in my emails. We’ve already covered most of the Ws in the previous steps by introducing yourself and stating your reason for reaching out, but if you’re meeting with a professor for an appointment, include the Where and When. It would save much more time if you propose a date and location first rather than having the professor ask you and work it out from there.

Step #5: Express your gratitude 

End your email with “Thank you very much for your time” and/or “I look forward to your reply”. You want to be cordial with your professor and maintain a good relationship so that they’ll be inclined to communicate with you.

Step #6: End with a formal closing

By this step, your email is pretty solid. Some common formal closings to end your email are “Sincerely” (my default go-to) “Best regards” “All the best” “Cheers” “Best wishes”.

Pick any of the ones I listed above and you are good to go. For example, when combining steps 5 and 6, it could look something like…

“Thank you very much and I'm looking forward to your reply.

Sincerely,
WithRinka”

Step #7: Re-read your email

Whenever I write an email, I ALWAYS re-read it to check for grammar or spelling mistakes. Sometimes when you are writing fast you tend to skip details. Make sure you have the name right and that the email is readable. If you’ve stated to attach a document for them to review, don’t forget to actually attach it. Once you’ve double-checked that everything looks fine, press send!

And there you have it! 7 simple steps to properly writing an email to professors. Not so bad, right? Feel free to reference my article anytime. I wish you the best of luck, you got this! 🤞

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