I AM SURE THIS EMAIL FINDS YOU WELL!
Certainly, you would not like to read an email that comes across as bold and eye-stressing. A wrongly drafted email goes a long way in setting the first impression to the recipient. Moreover, an email with multiple errors and grammatical mistakes simply can be disturbing in conveying the message. As high school students, it is crucial to understand the significance of writing emails and how they can be used to convey messages professionally.
Did you know a well-drafted email can help you convey the message to teachers effectively or even secure a great scholarship in your interested field? Being one of the methods of communication, it is crucial to discover the etiquette of drafting emails.
While it helps in networking with professors and educators, it also allows you to connect with different opportunities by reaching out with concisely drafted mail. However, to avoid any mistakes, this elaborate article will take you through the basic etiquette for writing emails.
Essential email etiquette for drafting apt emails
The goal of sending an email is to communicate the concern with precision and polite language. While taking care of the content, there are chances that you might miss on other crucial factors. So, take the help of the below-mentioned email writing etiquette to master the art of crafting them.
1. Use a Professional Email Address
Emails become the base of communication in high school and further jobs. It is crucial to have a professional email address that only defines important information about yourself. If you are creating a new email address, make sure to add your name and surname without using slang language.
A polished email address looks like – firstname.lastname@example.org or email@example.com. Avoid using nicknames or personal references. A well-drafted email address is easy to remember by recipients.
2. Keep the Subject Short and Apt
Did you know an email has more chances to be opened when the subject is to the point? The subject of the email clearly defines its purpose and that’s why you need to be very accurate with it.
Ensure to keep the subject in a short statement clarifying the purpose of it. For example, if the email is for a job application, the subject can be – Job Application for a Sales Intern. The more direct you are, the more chances the recruiter/teacher will see it.
3. Understand the Functions of CC and BCC in Emails
The high school sets the base for future endeavors including further education and job opportunities. It is the time when you understand using CC and BCC functions in an email. It is also crucial to know when to use each of them. CC is used when you want someone else to read the email and it involves their presence too. However, BCC emails are sent to many recipients without letting them know about the other recipients.
For example, CC can be used for a leave application where the principal and class teacher are both marked. Similarly, BCC can be used to congratulate many juniors for winning the science fair.
4. Use Appropriate Salutation
When mailing to others, it is important to know the right salutation used to address them. If the email is addressed to a professor with a Ph.D., it is crucial to mention the salutation – Dr in the mail. Similarly, always clarify if it is Ms, Mrs, or Mr when drafting emails.
Also, make sure to use Respected when mailing to high authorities. When mailing to juniors or peers, you can use Dear as a sign of greeting. When writing emails for a job or a scholarship, it is best to write Hi/Hello since you are unaware of the recipient’s gender or salutation preferred by them.
5. Ensure Usage of Standard Font and Size
Even if you want your message to go boldly, you simply cannot overdo it with aesthetic appearances. Emails are meant to be formal and have to follow the standard pattern. Use the font Calibri or Times New Roman which is widely accepted.
For headings, you may use a bigger font however, the main body font should be ideally 11 to 12 with headings being 13 or 14. It is not a good idea to write everything in capital letters to seek attention. Instead, you may simply use the Bold or Underline feature to do so.
6. Offer a Short Introduction of Yourself
A brief introduction is always a good idea, whether you’re searching for jobs or scholarships. Begin by stating your name and the grade you are enrolled in. Additionally, you might discuss a talent or personal passion that makes you special.
7. Be Careful with Punctuation
Punctuation can change a sentence in its complete format. When drafting emails, know that punctuations play a crucial role. For example, you cannot use emojis in an email to convey joy or excitement. In such cases, the exclamation mark is ideal to showcase the feeling.
8. Address the Issue in an Appropriate Format
There is no such fixed format for drafting emails however, you need to care about the way it appears to the reader. You certainly would not understand the information if it is not drafted in a readable format.
Ensure to use bullets or numbering to specify a list. Make sure to use pointers to separate different ideas in a listicle format. If the listing is lengthy, use proper numbering and bold the titles to ensure good readability.
9. Avoid Over explaining in Paragraphs
Emails are meant to communicate messages in a short and crisp format. When drafting emails, do not follow the paragraph system where you keep explaining a situation or matter in detail.
Long paragraphs make the email look shabby and full of words. It not only frustrates the reader but also follows an unstructured way of communication. Such an email is not appreciated by recipients.
10. Add a Conclusion
Your emails simply remain incomplete without the closing lines. The conclusion reflects what you are expecting from the recipient in the response. If you are applying for the job, always thank them for the opportunity and add a statement that reflects how you are looking for a response in the future.
Similarly, if you have sent an email to a teacher seeking help in a subject, add the closing lines by asking him/her about the comfortable dates and timings for extra classes.
11. Avoid Slang Language and Emojis
Social media platforms and other messaging platforms help you get comfortable with slang. In the current times, emojis are now being used to convey messages. However, that is not the case with emails.
You cannot use slang language, invalid abbreviations, or short forms of words. Similarly, you cannot use the thumbs-up emoji/symbol even if you want to wish all the best to a friend or your seniors.
12. Check for Attachments
Ever sent an important mail and forgot to add the attachment? It is certainly possible to immerse yourself in writing the mail and forgetting the attachments to be added. Whether a Word document or a pdf, always double-check if you have added them.
Additionally, wait for them to be fully uploaded in the mail to ensure they are sent successfully. Ensure to mention that you have added an attachment. This step ensures the receiver checks for attachments carefully.
13. Proofread the Email
While your email must be looking accurately drafted, you might miss a silly grammatical error. It is important to proofread your drafted emails before sending them to the recipient. At times, even a punctuation mark can lead to confusion in understanding the message.
Make sure to involve yourself in creative writing activities and strengthen your command over it. Even grammar-checking apps can be used to ensure high-quality statement formations.
14. Use Follow-Up Emails
After you have sent important emails seeking internships, recruitment opportunities, or permissions, it is possible that you might not receive an instant reply. At times, the recipients might get busy or your emails may land up in the spam account.
That is when you need to ensure to check on the subject with follow-up emails. Follow-up emails ensure that you are giving a gentle reminder and also seeking clarity on the matter.
Emails are booming in the industry and offices & all sorts of organizations be it banks or schools rely on them for all sorts of communication. Similarly, schools and other institutes also use the email method for the circulation of important news or agenda. Hence, it becomes evidently important to teach high schoolers the right way to draft an email.
The above-mentioned points help students understand the crux of writing a concise email that accurately reaches the right audience. Teachers may also use different writing prompts to promote written communication in school.