Effective email communication

Professional emails

Effective email communication is a key life-skill for work and study. Writing professional emails is a valued skill in every industry. Emails are generally not as formal in tone as a letter, but they still need to be professional.

It is important to consider your audience and plan your message, so it is clear. Always consider the timing of your communication to maximise the chance of a timely response and allow the recipient a reasonable time-frame—typically up to 3 business days—to respond before following up.

Email is also one means of communication with staff at Griffith University. The tips below apply to academic correspondence. However, your course site will provide you with specific process details.

Write effective emails

Use an appropriate email address.: For example—if contacting a staff member, use your Griffith email, as staff may not respond to emails sent from private accounts.; Use the To: field only for people required to respond and the Carbon copy (CC): field for information sharing.
Make the Subject field clear so it matches the detail in your message.: For example, if your email is course related, include the course code and title or program title.
Be clear about your purpose.: Are you seeking information, providing information, asking permission, wanting a quick response?
Write in a polite and formal style.: Use the recipient’s title, unless you are sure they have permitted you to use their first name.; Usually begin with Dear Professor Singh or Dear Dr Jones or Dear Ms Green.
Write clearly and succinctly.: Use white space between lines to make the message easy to read.; Start with the most important information at the beginning.; Ensure you refer to any attached documents in the text, for example: please see attached doctor’s certificate.; Avoid being emotional or demanding.
Re-read and fix any spelling or grammatical errors.
Clearly state the response you are expecting.: For example—please confirm your availability or please refer to another service.
Include a reasonable time-frame by which you hope for a response.
End politely.: Use either Yours sincerely, Kind regards or Best wishes.
Make sure you provide your contact details and availability, especially if you are requesting a phone call.
Consider using an email signature.: A signature should identify your student number, the program in which you are enrolled and your home campus.

Example email

Communicate with your course convenor:

To: Sarah White

Subject: Clarification of assessment 2 for 1234ABC

Dear Dr White I am undertaking your course Hospitality and Culture 1234ABC. I am uncertain if the Case Study I have chosen about a Hotel in Torquay is appropriate for the assessment. Would it be possible to speak to you this week? I am available every day before 2pm. If you are unavailable to meet, I can send a follow-up email outlining my concerns. I look forward to hearing from you. My mobile number is: 0412 345 678 Kind regards

Polly Sherman—s1234567

Bachelor of Tourism and Hospitality—Brisbane South (Nathan)