8 Email Essentials (+etiquette)
1 Respond to emails within the same time span you would a phone call
2 Double-check the email address
3 Write what the email is specifically about in the subject
4 When emailing a teacher (or other professional), always include a greeting
5 Keep the email brief—one screen length—with full paragraphs instead of a
single line for each sentence. Use romaji when emailing a non-Japanese
6 Use a professional font (e.g., Arial, Times New Roman, Century), not
decorative (e.g., Handwriting, Curlz)
7 Check for spelling, punctuation and grammar errors before Sending.
8 When emailing a teacher, always include your full name, class and student
number (create a signature)
Basic Email Etiquette
Why is Email etiquette important?
Computer- and phone-based Email have become essential methods of day-to-day
personal and business communication. Personal emails are generally written in a
casual style while business emails (or emails written to professional people) are
generally written in a semi- or formal style. Etiquette is the correct use of style or
manner for a situation:
• Personal email etiquette (casual style)
-casual greetings, use of emoji, less concern for spelling, capitalization
or grammar points
• Professional email etiquette (semi- or formal style)
-more formal greetings, clear content structure, attention to spelling,
capitalization and grammar points
Using a casual style when sending an email to a business or professional person you are
unfamiliar with may create the wrong impression (e.g., that you are thoughtless, that you
have no respect, that you are rude).
Generally speaking, for semi-formal or formal emails:
• Include a salutation and a greeting (w/small talk).
• Check spelling and grammar and make sure your ideas flow smoothly.
• Do not use colloquialisms, such as wanna, gonna, or mobile-phone abbreviations. For
example: how R U?
• Name attached documents clearly and try to include the document’s
filename somewhere in the email message. For example:
(see attached: Michiko134.docx)