Email and Listserve Etiquette Suggestions for Your Students

If you use a listserve, a discussion board of some kind, or even just email exchanges with your students, it’s often a good idea to provide them with some guidelines and groundrules.  The following example is from Professor Lori Markson, of Pyschology.  Other resources at the end of this page.

E-mail Etiquette for Psychology  140 Sections

1.) When should I e-mail my GSI?
If you have questions regarding topics and issues that come up in lecture, in section, or on the exams you should discuss them with the GSI in person, either during her office hours or at an alternatively scheduled appointment.  If your GSI receives an e-mail with questions about exams, lectures, or projects, the e-mail will not be answered. 

E-mail should only be used to schedule an in-person appointment with your GSI or to inform your GSI of your absence from section. 

2.) What should I put in the subject header?
In the era of "spam" we require you to put PSY 140 in the subject header of your e-mail message.  If you send an e-mail without PSY 140 it will be filtered into our junk mail and not be answered.  After "PSY 140" please be specific as to the subject of the message, e.g. PSY 140: scheduling an appointment.

3.) What other information should I include in my e-mail message?
Most importantly, please include your full name in your e-mail.  Unsigned e-mails or e-mails signed with only a first name will not be answered. 

 4.) Can I send attachments?
Computer viruses are spread through attachments.  Any e-mail with an attachment will be deleted.  As a result, we will not accept electronic copies of assignments over e-mail. 

 

E-mail Etiquette

  1. Mind Your Manners: Think of the basic rules you learned growing up, like saying please and thank you. Address people you don't know as Mr., Mrs., or Dr. Only address someone by first name if they imply it's okay to do so.
  2. Watch Your Tone: Merriam-Webster defines tone as an "accent or inflection expressive of a mood or emotion." It is very difficult to express tone in writing. You want to come across as respectful, friendly, and approachable. You don't want to sound curt or demanding.
  3. Be Concise: Get to the point of your e-mail as quickly as possible, but don't leave out important details that will help your recipient answer your query.
  4. Be Professional: This means, stay away from abbreviations and don't use emoticons (those little smiley faces). Don't use a cute or suggestive e-mail address for business communications.
  5. Use Correct Spelling and Proper Grammar: Use a dictionary or a spell checker — whichever works better for you. While you can write in a conversational tone (contractions are okay), pay attention to basic rules of grammar.
  6. Wait to Fill in the "TO" E-mail Address: Career Planning Site visitor Larry Batchelor says, "I never fill in the "TO" e-mail address until I am completely through proofing my e-mail and I am sure that it is exactly the way that I want it. This will keep you from accidentally sending an e-mail prematurely. In the past, I have accidentally clicked on the send icon, when I really meant to click on the attachment icon."

Other Excellent Resources: