Communication with university faculty and staff is usually by Email; Email is Texas A&M’s (and Blinn’s) official means of communicating with students. Social media, with its own abbreviations, idiom, and vernacular, is usually casual. However, when Emailing college faculty and staff, please make sure to “shift gears” and use professional etiquette. Always proofread before sending. Like it or not, you will be judged by your writing. In the absence of being able to make a personal impression, your writing is all that will represent you!
Some Basics:
- Always include your first and last name, plus your UIN and/or Blinn ID, on Emails addressed to faculty and/or staff. If you’re continuing a previous conversation, give a recap of your situation to refresh the reader’s memory. Realize that your professor or advisor will have communicated with many students since your last conversation, even if it was only yesterday. A recap will help the recipient remember your situation. Providing your name and UIN will allow them to quickly reference you in their system. You are likely to get an answer more quickly if your reader does not have to take time to figure out who you are.
- You don’t always have to be formal, but it is best to avoid heavy use of slang or abbreviations you might use in texting or tweeting.
- Use Spell Check. Occasional spelling/typing mistakes happen and can be forgiven, but do your best to limit spelling and grammatical errors.
Tips about e-greetings:
- On this campus it is never wrong to say Howdy! Of course Hello and Hi, etc. work too. None of these are actually necessary on Email because greetings are not required on memos (which is what Emails are), but it is a nice way to start.
- If your reader has a doctorate or an MD (doctor of medicine) it is best to address him/her as “Dr.” unless they tell you to do otherwise. When in doubt address the person as Dr. and let her/him correct you.
- Not all instructors are officially titled “Professor.” However, you should start by using this title and let your reader correct you.
- If an instructor has a doctorate, addressing them as either Professor or Dr. will usually work.
- Staff members may be addressed as Mr. or Ms. unless they have a doctorate. “Ms.” is appropriate for women regardless of age or marital status.
Remember, a little e-courtesy can go a long way!
Thanks to S.K.
blinnteam 