Emailing
Emailing
Emailing
At INTO, we send messages to students in many different ways, but one important method
of communication is email. Teachers and academic managers receive many emails every
day and sometimes have to do a lot of work to find out what a student needs due to poorly
written emails.
Here are some tips to follow when emailing any staff member at INTO Manchester. As you
read, reflect, discuss and make notes about why these tips are useful.
You should always use your INTO Manchester email account to contact INTO staff.
Why?
Why?
Even though an email is an electronic form of communication, it is good to begin each email
with a greeting.
Why?
Your email should be about one topic; this should relate to the subject line. Keep it short
and to the point – but also see point 5.
Why?
5. Provide enough detail and be specific.
Make sure your reader knows enough information about you to help with your issue.
Why?
Use spacing. Do not write an email as one huge paragraph. Add spaces between
paragraphs for easy reading. Keep your most important information at the beginning of each
paragraph so your points are made clear.
Why?
The tone of an email is difficult for a reader to assess, you may not intend, to sound rude.
For example:
may be a genuine statement, but to your reader, this can feel impolite.
Why?
If you are angry, stressed or upset about something – wait until you feel calmer to send your
email. Angry emails can often make a bad situation worse.
You may want to ask a friend for help writing or reviewing your message.
You could write the message in a Word document first - where it is impossible to hit
the send button by accident – then review it when you are calmer.
Why?
Just as the beginning of the email should have a proper and respectful greeting, you should
end respectfully and politely:
Clearly identify your name so the reader knows who has sent the email (even if you have
already given your name). You can even set up an automatic signature, so it always appears
at the bottom of your emails.
Why?
10. Attachments.
Don’t send large attachments – compress files if necessary. Even if your email system can
cope with the file you are sending, your readers might not be able to. Take care with your file
names too (more on this later).
Why?
11. Replying to emails and taking action regarding emails you receive.
You don’t need to reply to every email you receive. Even sending a short thank you
message, although polite, means that the person you are replying to has ANOTHER email in
their inbox to read.
However, you must read all emails you receive carefully and act on what it says if necessary.
Why?
Email chains can be effective and save you time. Ask yourself:
Have I included or forwarded the chain of emails, so the reader has context for what I
am writing about?
Have I referred my reader to the chain, or a specific message in the chain for
context?
However, take care! You should be careful not to include a chain where the content is not
intended for the reader.
Why?
Finally, before you hit the “send” button, it’s important to do a final check.
Why?
14. Be patient.
Read any automatic reply you receive carefully. It may give you further instructions
about what you need to do. It may explain that you won’t receive a reply.
If you your email does need a response, please be patient and wait for a reply. Don’t
send an additional email to try to speed up your reply. Don’t email someone else less
relevant in the hope of a quicker reply.
Why?
The above information has been compiled with the help of the following websites:
https://rnginternational.com/how-to-write-a-professional-email-a-how-to-guide-for-students/;
https://informs.hw.ac.uk/2014/10/03/email-etiquette-for-students/; https://www.smekenseducation.com/how-do-i-teach-my-
students-to-write-effective-emails/; https://drexel.edu/graduatecollege/professional-development/blog/2018/October/12-tips-for-
writing-effective-emails/
Review the following emails. Discuss and make notes about them according to the advice
above.
How would you help each student improve their emails?
Email 1:
From [email protected]
To [email protected]
Cc
Subject HELP! URGENT
Improvements:
Email 2:
From [email protected]
To sarah.o’[email protected]
Cc [email protected] [email protected]
[email protected] [email protected]
Subject I need to miss the examination please help me rearrange it as soon as
possible
Hello, I am Billy I want to infrom you that I have an emrergancy trip back to my countrie on
18 Junely, and I want to ask if that is possible that I can do my examsinasion on 17 Junely
before I travvell the next day. Thank you for your consideration and waiting for your response
as soon as possible.
Improvements:
Email 3:
From [email protected]
To [email protected]
Cc
Subject Exam problem
Dear sir in the exam I thought that the paper submitted at the end of part1 meant the end of
the exam so when I pressed it then I turned off the screen monitoring however after I closed
it the page of part2 appeared so I turned on the screen monitoring immediately I am worried
will this affect my score assessment I emailed you yesterday and you don’t reply yet.
Improvements:
Email 4:
From [email protected]
To [email protected]
Cc [email protected] [email protected]
Subject UNFAIR JUDGEMENT
Hi academic manager,
I am very stressed. It is extremely unfair the conversation with you today. In our meeting you
accuse me of plagiarism. I make it very clear THAT I HAVE NOT DONE PLAGIARISM. But I
still get a penalty to my work. I copy from texts my teacher gave me and NOONE EVER
TOLD ME that this is not ok. You tell me I have to cite the sources. What means cite?
Classes and a completely unfair quality of teaching and assessment didn’t teach ANYTHING
about this.
I want a fair judgement, and I want a full refund of my fees and compensation.
Your sincerely,
XXX
Improvements:
Email 5:
From [email protected]
To [email protected]
Cc
Subject Assessment attachment
Assessment.doc (100mb)
Please find my attachment. I know it is late!!!!!!! My bad You are lovely teachers so I
know you will accept my lateness!!!!!!!!!
Improvements: