If you have ever been unsure if the treatment when writing an email was appropriate, this post is for you. Emails are a fundamental tool in communication. Whether we are students about to obtain our
eTitle or if we are workers, knowing how to write an email properly is essential. We use them for everything: to write to the Public Administration, to a classmate, to our doctor, to a coworker, to a professor, to our boss... And, although it may seem that the treatment we give to the email recipient is not important, it is very important. A well-written email that uses the correct treatment can be decisive for the image we give of ourselves to the recipient. Let's see some recommendations for our email communications to be effective and leave a favorable impression.
The subject of the email: our cover letter
The subject of the email is tremendously important if we do not want our message to go unnoticed or to be untraceable. Therefore, it must be clear and reflect the content of the message. Let's opt for specific titles like "Inquiry about the research article - Juana Pérez", instead of generic titles that could get lost.
Initial greetings: the importance of courtesy
The initial greeting is our first contact and should reflect respect and professionalism. "Dear professor [Last Name]" or "Dear Mr. [Last Name]" is appropriate and formal. Courtesy is never too much, especially in first contacts. According to protocol, the person with higher social rank (yes, this may sound classist) is the one who should establish the appropriate treatment, so when we address a teacher, a healthcare professional, a person with a higher rank in the company, etc., we must use the formal treatment and wait for that person, in their response, to establish what treatment they consider appropriate for our future communications. As a general rule, if we are not expressly asked not to address them formally, we should continue to do so.
Clarity and conciseness in the message
An email is not the place for extensive narratives. It is preferable to be direct and present our inquiries in a clear and organized manner, which will facilitate reading and understanding by the recipient.
Personalization and context: a human touch
An email that shows prior knowledge about the person and provides context about our relationship or previous interactions can greatly help establish good communication. Something as simple as "As we agreed in our conversation about X, I would like..." can put the other person in context, refresh their memory, and also show respect, as it is inconsiderate to think that the other person has nothing better to do than remember us and what we have talked about at another time.
Proper use of language: professionalism above all
If it is not an email to a friend or family member, it is advisable to maintain a professional tone and avoid colloquial language, emojis, and abbreviations. Spelling and grammar correctness reflect our seriousness and attention to detail.
Closing the email: the farewell also counts
A cordial closing and a "Yours sincerely" or "Best regards", followed by our full name and other relevant details (
an appropriate signature), make up a professional and respectful closing that gives an appropriate image of us in our communications.
Final review: the last check
Whenever we are about to send an email, we should take a look at it before sending it to check that we have correctly entered the recipient's address, attachments, wording, and spelling. A final review can prevent embarrassing mistakes.
Email follow-up: patience and persistence
If there is no response, a follow-up email is appropriate, but without falling into harassment. Let's wait a week before insisting, unless the situation requires urgency. Email is an extension of our professional image. By following these guidelines, we ensure effective communication that contributes to establishing and maintaining positive relationships in our academic career and professional trajectory.
Email communication with different interlocutors
The tone and style of our email can and should vary depending on the recipient. Here are some tips for adapting our communication according to the interlocutor:
Interacting with professors by email Communicating with professors should reflect respect and academic seriousness. Even if the relationship is closer, let's avoid excessive informality and focus on being clear and respectful in our requests or comments. The most common formula for the greeting is "Dear professor [name or last name]:"
How to address a doctor? With doctors, it is essential to be respectful and precise. We can start with a "Dear Dr. [Last Name]". Let's describe our inquiry clearly and concisely, avoiding unnecessary details that are not related to the medical consultation.
Writing to our bosses When writing to our boss, it is crucial to be professional and respectful. Let's use a formal but cordial tone and make sure that our email is direct and to the point, especially if we are talking about important work-related matters.
Communication with coworkers With coworkers, we can be less formal, but without losing professionalism. A "Hi [Name]" may be enough, and it is important to maintain a collaborative and team-oriented tone. Every email we send contributes to building our academic, professional, and personal reputation. By carefully considering how we communicate in each situation, we are investing in long-term relationships and in our own public image.
