Professional Correspondence
While it may be tempting to have a tool like Copilot write your emails for you, learning to craft concise, professional messages is a lifelong skill. Only you truly know your message and the tone your specific reader needs.
The Anatomy of a Professional Email
- Subject Line: Keep it brief and accurate (e.g., "Question Regarding ENC2135 Annotated Bibliography").
- The Salutation: Begin with "Dear Professor [Last Name]" or "Hello Ms. [Last Name]." Using a formal title sets a tone of respect immediately.
- Simple Fonts: Use easy-to-read sans-serif fonts like Arial or Helvetica.
- Concise Purpose: State your reason for emailing accurately in the first 1-2 sentences.
- The Closing: End with a professional sign-off like "Sincerely," "Thank you," or "Best regards."
- Full Signature: Always type your full name below the closing.
Casual vs. Professional
Friends & Family
Commonly includes:
- Emojis
- Nicknames
- Lower-case "i" and "ru" shorthand
- ALL CAPS for emphasis
- Frequent exclamation points !!!
- Ellipses (...) instead of sentences
Professors & Employers
Always use:
- Formal titles & language
- Complete, clear sentences
- Correct grammar & punctuation
- A professional email address
- A clear, standard signature
Final Check:
Did you mention an attachment? Make sure it's actually attached! Always proofread for typos and sensitive information before clicking "Send."
Need help drafting that email?
Our consultants can help you find the right tone for any professional situation.