Professional Emails

Correctly composed emails:• Are not rejected outright– they are

read and taken seriously• Lead to a response, and ultimately a

relationship that helps you reach your goals

• Make you a joy to communicate with while being perceived as a caring and intelligent human being

Do you trust or respect this person?

Or this one?

Maybe this one?

Why does it matter?Your email is a reflection of you.

“Every email you send adds to, or detracts from your reputation. If your email is scattered, disorganized, and filled with mistakes, the recipient will be inclined to think of you as a scattered, careless, and disorganized businessperson. Other people's opinions matter and in the professional world, their perception of you will be critical to your success.” --Peter Post, director of the Emily Post Institute

For example…Subject:  U GOT HELP ME OUT, PLEASE

HI DOCTOR, U TOLD ME AM GOING TO MAKE A  "B" EVEN WITHOUT  DOIN THE FINAL BUT UNFORTUNATELY U GAVE A "C" WHICH IS OF NO GOOD TO ME.PLEASE DOCTOR CHECK MY COURSE COMPASS,MY TEST AND MY FINALS OUT AGAIN PLEASE CAUSE WITHOUT U PASSING I MEAN GETTIN A "B" AM NO GOOD AT ALL AND ACADEMIC IS GOING TO BE AFFECTED REAL BAD PLEASE ONCE AGAIN LOOK INTO MY CASE.

Within an hour, he sent another email—

Subject:  u got to save my fuyurehello doctor ,how u doin  hey doc. i check my gradetoday and i realise i gave  a "C" intead of a "b"remember when i came to see u in about my grade u saidam good for a "b" but to my sadness u gave  me a"C"please doctor u got to help me out cause without mepassin ur class  my educational carrer will come to astop and i know u don't want that for nor any of yourstudent please u got to help me ,please for love ofGod u got to to me save my career .

Outright rejection…“Last but not least, the grammar, spelling and punctuation in your email is extremely poor.  The tone is very informal, as if writing a long time friend.  When writing a professor or boss, it is important to sound respectful and intelligent.  Your email does not sound like it came from a college student; rather, it sounds like it comes from a 6th grade student.  I do not say this to insult you.  I say this as a matter of fact, hoping you can learn from this in a way that helps you in the future.”

Business email is different Formality is in place as a courtesy

and reflects respect. Assume the highest level of formality with new email contacts until the relationship dictates otherwise. Refrain from getting too informal too soon in your email communications.

How to avoid outright rejection

• Behave as if writing on business letterhead• Accurate subject field• Greeting and closing• Correctly spelled name• Proofread and spell check• Complete sentences• Appropriate punctuation• Read it out loud

Standard Formatting• No all caps or no caps• No strange fonts, colors, backgrounds,

emoticons, multiple font colors, bolding, italics

• No slang/abbreviations – ttyl, etc• Attachments: graphics should be about

600 pixels in width, use PDF when possible

• If you mention a website, link to it

Standard Practices• Be careful using Reply All• Remove headers, forwarding >>>>,

other email addresses, etc when forwarding

• Protect people’s privacy when emailing a large group

How to get a response• Build genuine rapport – it’s a pitch• Be brief• Explain your connection• Keep it conversational• Be specific• Follow up – once

After you get a response• Respond in a timely fashion – 24 to 48

hrs• Pick up the phone• Continue in your phone etiquette in

the same fashion as your email etiquette

Now practice!• Please send me an email – either a

corrected version of the “Dear Professor” email, or an example of an introductory email you’ve sent to a potential CP

• I will respond to each of you individually