Email communication can be tricky. I worked with a wonderful nurse who started an email to her professor: “Well, dang …” It didn’t go well.

Think of an email as a business letter that you might have sent as “snail mail” (no offense to our friends in the postal service). This is particularly true when sending an email to potential employers or instructors when making a request.

The following tips will make your email communication more effective.

Say Hello and Sign Your Name

It is always tempting to launch into your concern, issues, or request. It is terrific to be efficient and direct. Take a second to say hello first, though, with a brief greeting. Unless you are personal friends, it is best to use the recipient’s title and surname followed by a colon. For example:

Dear Dr. Jones:

Hello! I hope you are enjoying the warm weather.

Likewise, finish with a simple closing and signature. Yes, the recipient can probably tell who you are from your email address, but it is best not to assume, particularly when trying to make a positive impression.

Thank you,

Andy Smith

Be Calm

Avoid writing when upset or emotional. Though this is often the precise moment we want to communicate, it is the worst time to do so.

Draft the email, but do not add the recipient’s address yet. Reread the email later to make any needed changes, and then send.

Be Clear

Start with a clear and specific subject line. For email to a nursing instructor, given the multitude of students the instructor teaches in one week, the subject line should include identifying information, such as course number.

When relevant, use the subject line to relay the title of the assignment, information, or issue that you are communicating about.

For email to potential employers, identify the position you applied for, date of application, and any other relevant details that help you stand out in a positive light.

The body of the email should do the following (think ISBAR):

• State precisely what the issue is. If the situation is complex, describe the situation briefly and suggest a meeting time.

• Explain what you have already done to work toward a solution.

• Request the action you need from the email recipient.

Use Standard Grammar, Spelling, and Punctuation

Sloppy or informal writing causes some readers to judge the writer. You want the content of your email to be front and center, not your lack of attention to detail.

Likewise, slang, sarcasm, and personal details are best left out of business emails, though many of us are guilty of all three. These can distract or confuse the reader, which interferes with the goal:

Make sure the recipient remembers the wonderful you!