HTML Preview Professional Personal Email Signature page number 1.
PROFESSIONAL EMAIL ETIQUETTE FOR STUDENTS
THE IMPORTANCE OF IMAGE BASED ON EMAIL CORRESPONDENCE
Students should consider the image that is developed by the recipient of any email sent. Before pressing
‘send’ on an email, read the following tips. These will assist in presenting that professional image that is
expected of a student by the University and the profession.
1. Always use the allocated student University email account
It is University policy that staff members only communicate via a student’s University email
account. Never use Hotmail, Yahoo or any other email client. In most instances these email
addresses are recognised as “junk” and don’t even make it into the lecturer or coordinator’s
inbox.
2. Student identification in email
Each student should ensure that their University email account is set up so that their name
shows when they send an email. This helps the recipient of the email identify who the student
is through any emails sent to them. Receiving an email from abbb2011 really doesn’t help
much and the coordinator will find it difficult to work out who the student is
Students should use a signature that clearly identifies them. Student should always sign
off all emails they send with an appropriate email signature. A suggestion:
Student name
Student ID
Program and Year i.e. BAppSc(Ex&SpSc), Year 3
Some lecturers and coordinators work across other programs/courses so it helps if the
student indicates who they are and where they fit in.
3. Use appropriate subject headers
Using subject headers helps the reader identify what the student’s email is about. Appropriate
headers also assist the recipient of the email determine if the student’s email is legitimate. An
example:
An email from “abbb2011” with the subject line “question”
Or
An email from a University email account (with student name clearly stated) and the subject
line “Question about Placement in March”
Which one looks like spam?
4. What is the student’s intention?
Students need to;
Be clear about the intention of any email – concisely communicate what the issue is and
what is needed. Don’t write an essay
Use appropriate tone and language
Be polite and courteous. A student should never send an email when angry or upset – again
this is all about presenting a professional image.
Do not use TXT or “short hand” messaging – an email is not an extension of MSN messaging
or chat client. Using TXT or short hand chat is far from professional communication.
Proofread what is written in the email. An email message is a reflection of the student and
the University, so traditional spelling, grammar, and punctuation rules apply. Before pushing