DOs and Don'ts of Academic Emails / Email Etiquettes / Manners

Writing a proper email increases our chance of getting a reply. Especially including a proper email subject, proper identification, background, etc. For example, in case of a student, official full name, student ID, course, section, etc. Even though this blogpost uses examples from academic scenario, some parts may be applicable to other environments as well. 

We should not be expecting a reply from our email recipients within a very short time. We may choose to wait at least a day before following up or longer as appropriate.  

On the other hand, depending on the volume of emails we receive, we might decide to check emails at least five times a day.

There is a difference between "compose" and "reply".

We should compose new emails with a different and appropriate subject, only while we are talking about a new topic / subject.

When talking about a different topic, then we may decide to click "compose" and write the email with a proper subject.

When talking about an older and same topic, please open the last email that was exchanged about the same topic and click reply and then write there.

For example, when talking about makeup midterm exams, the steps could be

a) find/open the last email that was exchanged about makeup midterms

b) click reply

c) delete email body (quote only relevant lines / clauses)

d) delete everything from TO field and ensure that only the email

address (or the address of intended recipient) is written there

e) do not touch the subject field

We need to separate our paragraphs in an email instead of combining everything into one paragraph.

Repeated characters like ...., ????, !!!!!!!! should be avoided.

In short, we should not use any sentence structure that we would not find in any formal and non-literary academic text book.

Other email etiquette:

1. Email should include details about the sender, e.g., full name, id, course, section and additional details so that the email recipient does not have to ask for it.

2. Punctuations (!, ?, etc) may be used only once.

CAPITAL/UPPERCASE words should be avoided

Informal/chat language should be avoided.

Here are some examples:

Correct: Please, find the java files attached and help me.

Incorrect: PLZZ u nid 2 hlp meh, fnd progs att.

Correct: I don't know!

Incorrect: I don't know!!!!

Correct: How to contact the Student Tutor?

Incorrect: How to contact Student Tutor????

Correct: Need help on flowchart

Incorrect: HELP FLOWCHARTS, NOT UNDERSTANDING

3. Use proper and short subject: do not leave it empty or make it too long
Examples of proper  email subjects:

• Facing problem in Input/Output
• Need help on Array
• Urgent: Need B negative blood donors

Recommended Reading: https://technologyfirst.org/magazines/2016/76-february/1129-email-etiquette-the-subject-line.html

Examples of improper email subjects:

urgent

emergency
very important
(blank)
please read
Need help
help
problem
mail
about a problem
query
question
I actually need help please my query badly

4. Read the mail several times before sending, correct spelling, grammar, tone.

We might wish to enable the spell and grammar checking options (if any) in our favorite web browser or utilize add-ons/extensions or other software. For example:

• https://www.technipages.com/firefox-enabledisable-spell-checker
• https://www.makeuseof.com/tag/best-ways-to-spell-check-on-the-go-in-chrome/
• http://annajiat.googlepages.com/writing-style

5. If we are telling about a problem, we should tell in details, what question or problem
we tried to solve,  how we tried, along with detailed error message,
steps to reproduce the problem. Just like doctors cannot give medicine
to people who says "i'm not feeling well" only, we need to mention
specific symptoms with as much details as possible.


6. Attach proper files

Attach PY / IPYNB / relevant files.
Attach only JAVA files, NOT java~ or class files.
More details are available at
http://sites.google.com/site/bucse110/correctjavafile

7. Why not learn more? Here are some more resources,

How to ask questions?

http://codeblog.jonskeet.uk/2010/08/29/writing-the-perfect-question/  

More email etiquette:

• http://www.ict.griffith.edu.au/~davidt/email_etiquette.htm
• http://www.dailywritingtips.com/email-etiquette/
• https://www.fandm.edu/campus-life/first-gen/student-success-guide/ettiquette/keep-in-touch-email-correspondence
• https://owl.purdue.edu/owl/general_writing/academic_writing/email_etiquette_for_students.html
• https://owl.purdue.edu/owl/general_writing/academic_writing/email_etiquette.html
• https://owl.english.purdue.edu/media/ppt/20071015031655_694.ppt

Spotted any error or have further suggestions? Please comment below.