Trocaire College Libraries
- Always include a subject line in your email.
- Address your recipient with a salutation, such as Hello or Greetings.
- Use a closing message such as Thank you.
- Sign off on your email. If it is someone who knows you personally, you may just use your first name. For businesses, instructors or potential employers, use your full name.
- The person you are contacting sets the tone for the language you use.
- Do not email your instructor or contact a business or potential employer in the same way you would talk to a friend.
- Avoid slang, text speak (LOL, BRB) and cursing when writing to a professional.
- When writing to an instructor, business or potential employer, make sure you use proper punctuation.
- Use the spell check option in your email.
- Use a clear, reasonable sized font (10-12 pt.) for readability.
- Avoid using ALL CAPS as that is perceived as shouting online.
- When writing to someone or commenting online, speak only for yourself not as the group unless every person is signing off on your statement.
- It is more effective to defend your personal position than to make sweeping generalizations that can easily be dismissed.
- Refer to people or groups by the terminology they prefer and not those based on personal judgments or biases.
- This includes use of a person’s preferred pronoun such as he, she, or they when referring to or writing about them.
- An email is not the place to tell your life story. Limit yourself to as few characters or paragraphs as possible.
- If you find that you need more space, attach a letter to your email or request to set up a meeting with that person. A phone call may also be more beneficial.