I never really received emails from students before distant learning. It is just not typically the way our students communicate. Then distance learning happened due to COVID and emailing became the main way that teachers, administration and counselors communicated with our students. I assumed students just knew how to write an email. During distant learning, I realized a few things.
- Students rarely ever used email as a means of communication before Covid 19.
- A phenomenon that I have discovered due to distant learning, is that many of our students write their entire email message in the "Subject" line. (it is more than you would think)
- Proper email writing is not a part of our curriculum. We just assume everyone knows how to use email.
Tips For Sending an Email:
Think of an Email as having 6 main components that are professionally written. Avoid using "Text Talk"
This is a short phrase that summarizes the reason for your message or the goal of your communication. It is important to include a subject line when sending a professional email so your audience knows exactly what to expect and is able to locate the message easily if needed. For example, you need the counseling secretary to send a copy of your high school transcript sent to a particular college. In the subject line, you can say, "Your name: GHS High School Transcript"
This is the first line of your email and generally acts as the greeting. For example: Hello Mrs. Coats, This is formal and should not be addressed as "Hey whats up Mrs. Coats"
Just like the body of a letter, this is where you’ll share your full message. For example:
Can you please send a copy of my high school transcript to CSU, Chico admissions office. Again an email is formal and the person you are addressing in an email should be treated as a professional not as your friend. Avoid using terms such as "Bruh"
This is the last line of your email before your signature and should wrap up your message. This is also where you may reiterate any requests you’ve made in the body of your message. For example:
Please let me know if you have any questions.” Thank you.
The signature is where you identify yourself by name, title and any other information relevant to your communications. Most email programs allow you to set a fixed signature that’s automatically added to the end of every email you send. Setting this up ahead of time saves you time later because the signature will automatically be included at the end of each of your emails. In your email, Go to "Settings" then click "see all settings" then scroll down to "Signature"
- Proof read before hitting send
An error-free email demonstrates diligence and professionalism. Before you send an email, take a moment to check for any spelling, grammar or syntax errors. Also, double-check to ensure you’ve included any attachments you may have referenced in your message. If it is an important email to critical stakeholders, you might ask your parent or a trusted teacher or peer to read over it before you send it.
Did you know you can attach a file directly to your email from your drive? Simply click on the drive icon at the bottom of the email and click "insert file using drive" Select the appropriate file and click "insert"