Putting It Politely: Writing Effective

Emails with Helpful Outlook

Functions

The Email Topic’s Origins

• This professional development session was requested on the Professional Development Survey and in faculty email requests.

• The topic fits with my philosophy that good professional development should be able to be implemented tomorrow.

The Research on Instructor-to-

StudentEmails

The Research on the Importance of Effective Email Communication with Students

• Frequent instructor emails to individual students and the class as a whole were viewed favorably by students.

• Students preferred email communications directed to the entire class as opposed to one-on-one emails with the instructor.

• Students felt mass email communications directed to all students better conveyed openness and equitability on the instructor's part (Young, 2011).

How Students Feel About Instructors’ Email Immediacy

• Students who believe that instructors value email immediacy are more likely to perceive future rewards in their active course participation (Young, 2011).

• Students are more likely to value instructors’ emails and feedback if instructors return correspondence to students within 48 hours or less (Orso and Doolittle, 2012).

• If you do not have time to reply to an email the moment you receive it, acknowledge the email, so the recipient is not left wondering if the email made it to your inbox.

Example: Today has been a busy day. I will get back with you soon.

Other Important Email Factors That Encourage Active Student Participation

• when an instructor places his/her signature at the email’s end

• when pronouns, such as “we” and “our,” are used to create more of a feeling of teamwork

• when students are encouraged to respond or interact with the teacher and/or classmates via email

(Young, 2011)

To Use or Not to Use Email???

Email is not an effective form of communication when--

• your message is long and complicated or requires additional face-to-face discussion.

• information is highly confidential. Email is NEVER private.

• your message is emotionally charged or the tone of the message could be misconstrued. If you would hesitate to say the email’s message to someone's face, do not send it in an email.

(University of North Carolina Writing Project, 2015)

Email is a good way to send your message when--

• you need to get in touch with a person who is hard to reach.

• you need to send someone an electronic file.

• you need to distribute information to a large number of people.

• you need a written record of communication.

(University of North Carolina Writing Project, 2015)

The Steps Needed to Write an

Effective Email

Before You Put Keystrokes to Paper

• THINK about your message before you write it.

• Do not write emails in haste or anger.

• If you think that you have been insulted in an email, quote the line back to the sender and add a neutral comment.

Example:

I am not sure how to interpret this statement, “This assignment is stupid. The instructions are terrible.” What specific questions do you have regarding the assignment? I am here to help you be successful in the course.

Before You Put Keystrokes to Paper

• Decide on the email’s purpose and what outcome you expect from the communication.

• Think about the message’s audience and what he, she, or they might need to accomplish the email’s intended result. If you are asking your students to turn in homework, include the date, time, submission format, and other relevant information needed for the student to be successful in the task’s completion.

More Thought Needed Before Action

• Reflect on the tone of your message.

• When communicating by email, your words are not supported by gestures, voice inflections, or other clues, so it might be easy to misread your email’s tone.

• Sarcasm and jokes are often misinterpreted in emails and might offend your audience.

In the Email’s Beginning

The Email’s Subject Line

• Email subject lines should be treated like newspaper headings. Subject lines should convey the main point of your email.

• One word subject lines are not informative.

• Do not leave the subject line blank, or you will miss your first opportunity to inform or persuade your reader.

The Email’s Subject Line

• Do not write an inflammatory subject lines because they are seen as arrogant.

Example: Important! Read immediately.

• Tell readers why the email is important.

Example: Class Canceled 2/15/2016 Because of Inclement Weather

• A time-sensitive message should include the date.

Example: Faculty Meeting on September 8th

Greetings

• Do not just start with the email’s texts. Use a greeting to set a friendly tone. When in doubt how to address the individual, be more formal in selecting a greeting to avoid offending the person.

Examples:

Dear Professor Smith,

Hello Ms. Martin,

Greetings Mary,

Greetings

• If you do not know the name of the individual you are addressing or if the email addresses a diverse group, use more generic wording that still conveys a friendly tone.

Examples:

Dear Members of the Scholarship Committee,

Hello Students,

The Email’s Body

Emails Should Have a Purpose.

1. Briefly state your purpose for writing the email at the beginning of your message.

Example:

Hello Mary,

I am writing to see if you are still interested in taking the July 12:00-2:30 p.m. Composition II course that we spoke about in March. Summer classes tend to fill quickly. Please, let me know your plans by May 1st.

Emails Need Frames of Reference.

• Be sure to provide the reader with the frame of reference for the email, especially if you are responding to a request.

Example:

Good Afternoon, Mary,

Thank you for sending your May 1st email regarding enrollment. I will meet with you on May 3rd at 2:00 p.m. to enroll you in that July Composition II course that starts at noon. Let me know by May 1st if you cannot make this advisement meeting.

Be Specific and Courteous.

• Paint pictures with your words, so the email reader will clearly understand the email’s point(s).

• Convey your thoughts in an assertive, but courteous fashion.

A Vague Example on the Harsh Side:

Do not ask questions the night before the assignment is due. How rude!

Revised Example:

Be sure to submit all questions regarding each essay’s submission at least 48 hours before the scheduled due date. By submitting your questions early, I will have ample time to respond, and other students might benefit from the answers.

Use Paragraphs and White Space.

• Each time that you write about a new topic, start a new paragraph.

• Starting a new paragraph gives readers a visual break from reading and can make a long email not seem so overwhelming.

• Each paragraph should be six to eight sentences.

Example:

If the email contains multiple topics, such as schedule information, textbook information, and contact information, start a new paragraph for each topic.

Bullets and Bolding

• Bullet important items, so they are easy to distinguish from the email’s text.

• Boldface or highlight critical information, such as important dates.

Warning—

Do not overdo the bullets and highlights because it will appear that you cannot distinguish what is and is not important. Bold face type can “scream” to readers, so be careful in its use.

At the Email’s End

State the Email’s Desired Outcome.

• If you are requesting a response, let the reader know what type of response you would like. Ending the email with the next step can be useful and beneficial for all concerned.

Example:

Please, send your homework via Blackboard’s Turnitin.com link found in Unit 2.

End the Email on a Positive Note.

• Yaldaz (2015) states, “The absence of kindness at an email’s end can be seen as rude, harsh, uncaring, and dismissive.”

• Use a “thank you” or “have a nice weekend” to foster positive student-teacher relationships. Who does not want to have a good weekend?

• More examples of positive emails can be found in “Twenty Ways to Close an Email on a Positive Note” found in this presentation’s packet.

Research Says to Include Your Signature.(Orso and Doolittle, 2012)

• Include your signature in an email. A signature line is what you created “yesterday” to inform others. After its initial creation, a signature line is generated in an automatic fashion by a computer that has no capacity for thought.

• If you write an email, claim it “today” with a signature that shows you cared enough to sign your name.

Proofreading and No Text Phrases

• Proofread your emails. Typos and grammar errors shake your credibility as a writer.

• Do not use texting phrases in correspondence with students. Our mission is to make our students well-rounded competent individuals. “C u 2day” has no place in formal workplace settings that our students will enter.

A Note on Attachments

• Rather than attaching a file a reader will have to download and open in a separate program, you will usually receive faster results if you cut and paste the most important part of the document into the body of your message.

(“Email Tips: 10 Strategies for Writing Effective Emails,” 2011)

Email Tips: Top 10 Strategies for Writing Effective Email. (2011, March 8). Retrieved August 26, 2015.

Orso, D., & Doolittle, J. (2012, November 2). Characteristics that affect online student

success. Retrieved August 26, 2015.

University of North Carolina Writing Project. Effective email communication. (2015).

Retrieved August 26, 2015.

Yaldaz, S. (2015, May 1). More friendliness in workplace emails, please. Retrieved August 26, 2015.

References

Young, S. (2011, October 1). How email builds student-teacher ties. Retrieved August 25, 2015.