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How to Write Effective Emails

Email is a fast and convenient way to communicate, especially in online learning environments. However, it can be challenging to ensure your intentions are clear. These tips will help you write clear, respectful, and professional emails that get your message across.

Before You Write Your Email

Writing Your Email

Identify Yourself Clearly
  • Use your school email address that ends with @waldenu.edu or an email address associated with your student account so the recipient knows who you are. 
  • Include details like your full name, student ID, course name, and section number.  

Use a Clear Subject Line
  • Avoid vague titles like “Help” or “Question.” 
  • Example: Instead of “Question,” write “Question About Week 3 Assignment in EDUC 5243.” 
  • Do not place the body of your email in the subject line. 

Organize Your Message
  • Begin with a polite greeting (like "Dear Professor Smith"). 
  • Clearly state your purpose. 
  • Include relevant details without overloading the email. 
  • End with a closing line like “Thank you for your time” and your signature.

Respect Your Recipient’s Time 
  • Keep emails brief and to the point. 
  • Ensure your email is easy to skim for key information. 
  • Break text into short paragraphs or use bullet points for clarity. 
  • Use bold font to draw attention to specific information or action items.

Check Before You Hit Send 
  • Wait until you’re done writing before entering the recipient’s email address. This prevents accidentally sending an unfinished email. 
  • Avoid abbreviations, slang, or overly casual language. 
  • Proofread your email for spelling or grammar mistakes. You can even use tools like Grammarly for help. 
  • Double-check the recipient’s name and email address to ensure it’s going to the right person. 

Be Mindful of Attachments 
  • Clearly name and reference any attached files in the email.
  • Double-check that the correct files are attached. 

Keep Your Email Professional

 

Stay Polite and Patient
  • Use words like “please” and “thank you.” 
  • Avoid using all caps, as it can feel like shouting. 
  • Reading your email out loud can help you catch mistakes or check if your tone sounds polite and professional. 
  • Avoid sounding rude, blunt, or emotional 
Control Emotions 
  • If you’re upset, draft the email and wait before sending it. Revisit it with a clear head. 
  • Avoid sending emails in emotional or compromised states. 
  • Don’t send anything in an email that you wouldn’t want others to see later—emails are permanent records. 
Respect Boundaries 
  • Don’t overuse “Reply All.” Use it only if everyone in the chain needs the information. 
  • Don’t ignore emails that need a response—handle them quickly and kindly. 
  • Use the “high priority” flag only for truly urgent matters. 
  • Never forward jokes, casual emails, or personal messages to professional contacts.
Follow-Up Thoughtfully
  • Allow time for a response. Most professionals need up to 48 hours during business days. 
  • If you don’t get a response after 48 hours, send a polite reminder. 

Professional Email Example

Filler

Email Reminders

(1) From: Use your student email or an email associated with your student account.

(2) Subject: Have a clear and direct subject line. Do not put the body of your email in the subject area.

(3) Introduction: Address the person or department you are attempting to contact.

(4) Body: Be clear and concise, use full sentences, and remain professional and polite.

(5) Signature: Include your full name, contact info, and student ID.

Key Takeaways

Email Reminders

  • Email communication is permanent.
  • Keep your messages simple, polite, and clear.
  • A well-written email reflects positively on you and helps ensure clear, effective communication.
  • By following these steps, you’ll feel more confident communicating with instructors, staff, or colleagues.

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