When working in the communications field, it is impossible to avoid sending emails
all day long. Some are to co-workers and can be more casual but others need to be professional for
media outreach or to clients. It is very important to learn email etiquette now
when emailing professors and potential employers and to carry the skills into future
internship and job opportunities. Here are some things to keep in mind when sending emails.
Begin with a professional greeting
Saying “Hello” to “Hi” will work. Avoid “Hey” unless you’re
emailing a close friend or have already established that tone with the person
you’re emailing. If you choose to
include the person’s name, make sure you spell it right. There is nothing worse
than spelling a person’s name wrong in the greeting especially when it is in
their email address.
Get to the point
Many people to not have time to read five paragraph emails.
If you are asking a question, just ask it. Be clear and concise. If you do
have a longer email, be sure to split it up and have spaces between the
paragraphs.
Create an email signature
An email signature allows you to share some information
about yourself and avoid having to always type your contact information in the
body of the email. In college, it is helpful to have your first and last name,
school, major, important positions and contact information. As a public relations student, it is also appropriate to include social media handles and links to personal blogs or your LinkedIn page.
Please reply all
Always reply all to emails to make sure everyone is on the
same page and avoid lack of communication. It is better to be overly informed
than leave people out of the loop.
Never forget to proofread!
This is the most important part. Double check everything in
your email from the spelling of someone’s name, any embedded links, dates and
times. Proofreading your emails will avoid the embarrassing follow-up email
with any corrections from the first email.
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