An email to a teacher, a coach or a business is a short formal letter that arrives instantly. It has fewer parts, but the same need for a clear purpose and a respectful tone.
Key idea
A clear email has a specific subject line, a greeting, the main point first, short paragraphs, a polite closing and your name. Read it once more before you send it.
Why it works
People decide whether and when to open an email from its subject line, and many read only the first lines on a phone. A request at the top gets answered; a request buried at the end gets missed. Purdue OWL’s email guide gives the same advice: a subject that sums up the message, and a message that is concise and polite.
Worked example: Write the subject line
You need to ask Ms. Ruiz whether you can turn in your history essay a day late because you were sick. Write a subject line.
- Not blank, and not just “Question” or “Hi.”
- Name the topic and the request in a few words.
Answer: “Request: one-day extension on history essay”
Worked example: Main point first
Reorder: (1) “Thank you for your time.” (2) “I was home sick on Monday and Tuesday.” (3) “Could I turn in my history essay on Thursday instead of Wednesday?”
- The request (3) goes first, so it can’t be missed.
- Then the reason (2).
- Then the thanks (1).
Answer: 3, 2, 1.
Common mistake
Burying the request at the end, or leaving the subject line blank. Check before you press Send: does the subject line say what the email is about? Would the reader know what you are asking after the first two sentences?
- Use a school or plain, sensible address.
- Greet the reader by name and title: “Dear Ms. Ruiz,” or “Hello Ms. Ruiz,”.
- Skip emoji, slang and all capitals in a formal email.
- Proofread: an email can’t be unsent.