Professional Communication

Email Etiquette

Write emails people answer. Answer the emails people write.

Email still matters.

In today's world of rapid communication through texting and social media, email is still the major way that people communicate professionally.

  • Texting is for friends.
  • Communication still runs through email.
  • The first thing a stranger often sees of you is an email.
  • Write like it will be forwarded. It will.

Writing a Proper Email

A good email needs a little attention and effort.

Show me

From
Gerty Cori <g.cori@example.com>
To
Dr. Skye Fortier <asfortier@utep.edu>
Subject
Enrolling in CHEM 4365 without the prerequisite
Dear Dr. Fortier,
I am a junior majoring in biochemistry, and I would like to take CHEM 4365, Inorganic Chemistry, as an elective this fall.
I have not taken the listed prerequisite yet. I did well in general and organic chemistry, and I have been reading on my own about coordination chemistry, so I believe I can keep up with the material.
Would you be willing to approve me for the course? I am glad to come to your office hours to talk it through. Registration closes on Friday, August 29.
Thank you for your time.
Best regards,
Gerty Cori
Undergraduate, B.S. Biochemistry
The University of Texas at El Paso
g.cori@example.com
From
bunsen.burning420@gmail.com
To
Dr. Skye Fortier <asfortier@utep.edu>
Subject
(no subject)
hey, so lowkey, i cant make the lab on the 14th bc my manager wouldnt give me the time off, like he was being so mid about it 💀 is it cool if i miss it??
also idk if theres a makeup or anything, just lmk asap thx
(no sign-off, no name, no way to reply)

The Reply

Not replying is a reply. And it is a bad look.

Leaving someone on read is rude and leaves them wondering:

"Do they even care?" "Is that a no?" "Am I being ignored?"
Pro tipTry to reply in a day.
Dear Prof. Stromeyer,

Thank you for the draft. I will send comments by Friday.

Best regards,
Robert
Dear Prof. Rothwell,

Thank you for reaching out and for the invitation. Unfortunately, I will not be able to participate, but I appreciate you considering me.

Best,
Skye Fortier
Dear Dr. Fortier,

Thank you for understanding. I will attend the Thursday lab section and let my TA know.

Best regards,
Robert Bunsen

No reply needed

Three kinds of message you can safely leave alone. Everything else gets an answer.

  • Mass announcements
  • Automated notices
  • Threads that are finished

Before You Send

Do

  • Say who you are and what you need.
  • Write whole sentences, with capitals and periods.
  • Sign off with your name and how to reach you.

Don't

  • Send it with no subject line.
  • Write it like a text message.
  • Leave someone waiting on a reply.

Generic Emails

If you do not invest the effort to write a meaningful email, do not expect to receive a meaningful reply, or a response at all.

Not this

From
Nico Silva <n.silva@example.com>
To
Dr. Skye Fortier <asfortier@utep.edu>
Subject
Inquiry about PhD position

Dear Professor Fortier,

My name is Nico Silva, and I am currently a research student at West Ardelia University. I hope this email finds you well.

I have a strong background in materials chemistry and nanotechnology. My previous research has focused on the synthesis of metal-oxide nanoparticles for wastewater treatment, polymer nanocomposites, and heterogeneous catalysts. I have experience with PXRD, SEM, TEM, FTIR, UV-Vis spectroscopy, and surface-area analysis, as well as computational modeling of semiconductor materials.

My current research focuses on photocatalytic degradation of organic pollutants and the development of nanocomposite materials for environmental remediation. I am passionate about green chemistry, sustainable materials, renewable energy, and using chemistry to address global environmental challenges.

I recently came across your laboratory website, and I am very interested in your research on inorganic materials. Your research is highly innovative and closely related to my interests. I believe my background in materials synthesis and characterization would be a great fit for your group.

For my PhD, I would like to develop advanced nanomaterials for environmental and energy applications, including photocatalytic water purification, solar-energy conversion, and sustainable catalyst development. However, I am also open to any research project currently available in your laboratory.

I would be grateful for the opportunity to discuss graduate research opportunities with you. Please find my CV attached for your consideration. I look forward to your positive response.

Sincerely,
Nico Silva
West Ardelia University

  • Could be any professor Change the name at the top and this email works on anyone. That is the problem.
  • Wrong field Nanoparticles, wastewater, solar fuels. This is a molecular synthesis laboratory.
  • No paper, no compound, no metal Naming the website is not evidence that you read any of the science on it.
  • Too much about you, nothing about us Five paragraphs describe your background and interests. Not one shows why you chose this laboratory.
  • Claims a fit that is not there It is okay to have different skills and experience, but do not call it “closely related” when it plainly is not.
  • This is your research plan, not ours Water purification, solar energy, and nanomaterials are not what this group does. Tell me why you want to change direction.