Email Etiquette 101
What should every professional email begin with?
A polite greeting (e.g., “Hello Dr. Smith,” or “Good morning Ms. Lee,”)
What is the ideal length for a professional email subject line?
Around 6–8 words
What’s the best time of day to send a professional email?
Morning or early afternoon (business hours)
What’s one quick tool you can use to catch grammar or spelling mistakes?
Spell check or Grammarly
You’re emailing a professor about a missed class. What should you include?
Course name, date, brief explanation, and request for next steps
What is the proper way to close an email?
A professional sign-off (e.g., “Best regards,” “Sincerely,” or “Thank you,” followed by your name)
What should your subject line always reflect?
The main purpose or topic of your email
How long should you wait before following up on an unanswered email?
About 3–5 business days
What should you double-check before attaching a file?
That it’s the correct file and actually attached
You need to request a recommendation letter. When should you ask?
At least 2–3 weeks in advance
True or False: It’s okay to use emojis in a professional email
False
Rewrite this subject line professionally: “Hey can u look at this???”
Example: “Request for Feedback on Project Draft”
What should you include when sending a follow-up email?
A polite reminder and brief summary of your original message
What does it mean to “CC” someone in an email?
To send them a copy for their information, not direct action
You receive a rude email from a coworker. What’s the best response?
Stay professional and polite; don’t respond emotionally
When should you use “Reply All”?
Only when everyone needs to see your response
Why is it important to update the subject line in a long email thread?
To help the recipient quickly identify the current topic or action item
Is it okay to send emails late at night or on weekends?
Avoid it if possible; use “schedule send” to deliver during business hours
Why should you avoid using all caps in an email?
It can appear like shouting or unprofessional tone
You’re following up on a job interview. What should your email include?
Gratitude, a brief restatement of interest, and a request for updates
What should you do before sending a professional email to ensure clarity and tone?
Re-read it and check for tone, grammar, and completeness
What kind of subject line helps ensure quick replies from professors or employers?
Clear, specific, and action-oriented subject lines (e.g., “Request: Meeting to Discuss Internship Proposal”)
How soon should you reply to a professional email, if possible?
Within 24 hours (or acknowledge receipt if you need more time)
What’s the final thing you should do before pressing send?
Review the email for accuracy, tone, and attachments
You’re writing a cold email to network with a professional. What should it contain?
A brief intro, reason for reaching out, and a clear, respectful request, and thankful closing (e.g., informational interview)