How do I write a professional e-mail?
The way you write your friends and the way you write your professor should
be different. Some of the key differences are summarized here:
When writing to friends and family, it is
common to use
• Emoticons ☺, :0
• Informal language
• Incomplete sentences
• Misspelling
• Incorrect grammar
• Spelling the word the way it sounds,
not how the word is spelled. For
example, “bizness” for “business”
• Nicknames
• A funny or profane e-mail address
domains
• Lots of exclamation marks
• Ellipsis… (the little dots) between
ideas instead of complete
sentences
• Words in all CAPITAL LETTERS
• Reductions such “RU” instead of
“are you”
When writing to professors or other
professionals it is better to use
• formal language
• complete sentences
• accurate spelling
• correct grammar
• the reason for your e-mail stated
concisely at the start of your
message
• Formal titles
• punctuation
• a separate professional e-mail
address without a funny or profane
name
• days of the week and dates
Tip: edit your language and your content
for any mistakes before you press send
Avoid: emoticons, writing in all capital
letters, exclamation marks
Also:
If your intention was to attach a document,
do remember to attach it.
Example:
From: ???superstah@gmail.org
To: cosette_taylor-mendes@umanitoba.ca
Re: important!!!!!
Hello,
my last final paper is due on thursday. is there any chance to meet you?
Change to:
From: kate@umanitoba.ca
To: Cosette_Taylor-mendes@umanitoba.ca
Re: Paper
Hello Cosette,
I have a paper due Thursday, Oct 10. Could I see you on Wednesday,
Oct. 9th?
I am available from 10-3pm.
Thank you,
Kate
Created by Cosette Taylor-Mendes, Communications/ESL Instructor for the Faculty of Nursing at the University of Manitoba.
Contact: Cosette_Taylor-Mendes@umanitoba.ca