8 Tips for Effective Email Communication

Determine whether email is the best medium for your message or interaction.

• For sensitive topics, you might want to consider having a face-to-face conversation or making a phone call instead.

If emailing in a professional relationship, format the email (e.g., use a salutation; include an opening, body, and concluding paragraph; and sign your name) and construct the message accordingly (e.g., use titles when appropriate, such Dr. or Mrs., and use formal language, such as Good morning or Hello instead of Hey).

• Always use the person’s name versus a generic “Hi” when you are emailing someone in particular. This shows respect as well as attention to detail.

Use a meaningful subject line that summarizes your message so the recipient knows what your message is about before they begin to read it.

• If you are emailing a professor about a class, it’s also a good idea to include the course number or name in the subject line.

Always review your message for typos and other technical errors. This is your message, and it will say something about you and the relationship you have with the person.

• Don’t let the person potentially think you are lazy or don’t care about them by sending a sloppy message.

Consider at what time you send the message.

• Emails always have a time and date stamp, and these potentially could add meaning to your message in ways you might not immediately recognize. So, think about it before hitting send!

Allow adequate time for a reply, if a reply is needed.

• Once you’ve received a reply, acknowledge that you received the reply, even if no further information needs to be shared.

Remember that email is a written record. Even if you delete an email, the other person may not and it is possible that deleted emails will remain on a server for years after you thought you deleted the message.

• In some states, all emails on state-owned servers (such as at public universities) are considered public record and can be requested by anyone as part of open records regulations, which are sometimes referred to as “sunshine laws.” If you are unsure of whether you want your words kept “on file” or made public, then consider using the telephone or talking to the person face-to-face instead.

Note that ALL CAPS can be interpreted as screaming, so use it and other formatting possibilities with care.