The Writing Center

Email Etiquette Rules and Tips

The Writing Center is available to assist students with email correspondence for professors, employers, or students. Schedule an appointment today and we will assist you with composing an email or reviewing an email. We want to ensure your emails are professional and include all necessary information.

Email Etiquette Rules

• Check your Rockets email daily.
• Use your Rockets email for all correspondence with your professor.
• Always include a clear subject line, keep it descriptive and short (include the course name and number in your subject line).
• Include an opening salutation and use Professor (Examples of opening salutations include but are not limited to: Dear Professor, Hello Professor).
• Include a closing salutation (Examples of closing salutations include but are not limited to: Thank you, Thank you for your time, Best, Sincerely).
• Include first and last name, and Rocket number in your closing (Pro Tip – create a signature line).

Email Etiquette Tips

• Keep your email brief
• Use complete sentences and professional font (do not use decorative fonts).
• Check spelling, grammar, and punctuation.
• Do not use ALL CAPS (this means you are shouting)
• Avoid slang and writing as you would via text message.
• Do not use humor or emojis.
• Proofread your message. Read it aloud prior to sending it.
• Check your email for a response and reply if needed.
• Always check your syllabus, course calendar, and Blackboard to verify your question hasn’t already been answered by the professor.
• These rules and tips also apply to Blackboard messages.

sample emails

Request Letter of Recommendation Email                                                                                                                                                                                                             

To: Toole, Amy

Subject: CHEM 1230-013 MWF 2:30-3:25 p.m. JWilliams Request for Letter of Recommendation

Hello, Dr. Toole,

 

My name is Janet Williams, and I am student in your CHEM 1230-013 MWF 2:30 class. 

I am currently a junior in the Chemistry department, and i am applying to graduate school. As part of application process, I must provide a letter of recommendation. I would greatly appreciate it if you would write a letter of recommendation for me. If your schedule allows, I would like to meet to discuss my academic interests further.

Thank you for your time,

Janet Williams 

R00000112

janet.williams@rockets.utoledo.edu

Missed Assignment Email 

To: Branson, Tyler Shane

Subject: ENGL 1110-012 MW 12:55-2:15 p.m. JWilliams Missed Assignment 

Hello, Professor Branson,

 

My name is Janet Williams, and I am a student in your ENGL 1110-012 MW 12:55-2:15 p.m. class. 

I would like to first apologize for missing my assignment. I was unable to complete my assignment and submit it on time due to (state your reason for missing assignment). I would like to request the opportunity, to submit my assignment late. Would you accept my assignment late for full or partial credit? I appreciate your consideration of my request.

Thank you for your time,

Janet Williams 

R00000112

janet.williams@rockets.utoledo.edu