Introduction
An email (electronic mail) is a digital message sent over the internet from one person to another. It can include text, files, images, and links, and is commonly used for personal, professional, or academic communication.
Subject Line
Be clear and specific about the topic of the email. The subject line should summarize the main point.
Greetings
Use formal greetings rather than casual phrases:
- Dear + Recipient’s Title + Last Name
Examples:
- Dear Professor Gordon
- Dear Mr. Gordon
- Dear Ms. Green
Closings
Acceptable Closings
- Best
- Kind regards
- Regards
- Sincerely
- Yours truly
Inappropriate Closings
- Casual phrases without context
- Slang or informal endings (e.g., "xoxo")
Tone
- Polite and respectful
- Professional and formal
- Clear and concise
- Non-demanding
- Grateful and appreciative
Before You Hit 'Send'
- Check name and greeting
- Review tone and language
- Proofread for spelling and grammar
- Include subject line and closing
- Answer fully and clearly
- Stay calm
- Reply appropriately
After You Hit 'Send'
- Emails are not for urgent issues
- Expect responses during work hours
- Follow up politely if needed