Write better emails
a boy typing

You're likely to get better responses from people if you write emails that use an appropriately polite tone, and give enough information to allow the reader to understand your request or enquiry. You should always send emails from your student email account when writing to a UTS staff member.

An example of a poorly written email

To:  helps@uts.edu.au
Subject: Why did I fail????

I got a bad grade in my assignment and i wanna meet to ask why gave me that grade when I worked REALLY HARD on that assignment and STAYED UP ALL NIGHT to get it done!

I will come to you office on Thursday.

What's wrong with this email? click here to find out.

The subject line does not give enough information, and no introduction is given.The tone is rude and demanding.The language is too informal.

An example of a well written email

To: helps@uts.edu.au
Subject: Questions about Assignment 2 for '54321 Workplace Communication'

Hi Andrew,

My name is John Lee and my student number is 12345678.

 

I did not really understand the feedback I received on my report for Workplace Communication (Subject number 54321). I would really like to learn as much as possible from this subject, and improve my communication skills, so I was wondering whether it would be possible to arrange a time to meeting with you to discuss the feedback so that I can understand it better?

 

I am on campus every day in the afternoons, so if you are available to meet with me, please let me know what time would suit you.

 

Kind regards,

 

John Lee

SID: 12345678

Key learning points from this email: click here to find out.

The subject line explains what the email is about.The student address the recipient by name, and introduces himself.The tone is polite, and the student gives a proper sign off. It uses full words and sentences, and proper punctuation.

Summary

A well written email should:

  1. Make the topic of the email clear in the subject line.
  2. Greet the recipient by name (if known) and introduce yourself by your full name, as well as your student number.
  3. Clearly explain what your email is about, concisely but with enough detail for the reader to understand the situation well enough to be able to respond appropriately.
  4. Make it clear what action you would like taken (e.g. to arrange a consultation), or what information you require (e.g. the process for appealing against a grade).
  5. Use a polite sign-off (e.g. regards) followed by your name.

To help you write effective emails for work, study or other purposes, consult the following:
Emmerson, P. 2004, Email English, Macmillan Publishers Limited, Oxford.

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UTS acknowledges the Gadigal people of the Eora Nation, the Boorooberongal people of the Dharug Nation, the Bidiagal people and the Gamaygal people, upon whose ancestral lands our university stands. We would also like to pay respect to the Elders both past and present, acknowledging them as the traditional custodians of knowledge for these lands.