I feel compelled to remind you that I teach communication courses and pay close attention to the nuances of the various types of communication in which we engage. Our abilities to communicate are, in part, what makes us human beings. Too often in our professor-student communication, I find myself frustrated, put off, and generally discombobulated because our interaction isn’t as competent as it could be. Please consider this my request for you to reconsider your communication with me more carefully.
An increasing percentage of mishaps occur via e-mail. Please consider what e-mail stands for— electronic mail. If letters are an important form of written communication, e-mail is then an electronic form of important, written communication.
When writing e-mails, please familiarize yourself with the different parts of the e-mail.
• The subject line is the area that you can alert the recipient what your message will be about. Please make sure that this subject line is pertinent to the message you are writing. When you simply reply to previous e-mails I have sent you, you may send me a message the week of final exams that reads “Welcome to COMM 110.” I will undoubtedly scratch my head as to why you’re just now responding to a message I sent at the beginning of the semester and may not open it immediately since it’s not pertinent to the end of the semester.
• The salutation is the greeting of a message. Traditionally this would be: Dear Dr. Darnell, Dr. Darnell, or Professor Darnell. Hey! is not an appropriate salutation. I’m your professor, not your b.f.f..
• The next section of the e-mail is the body. This is where you address the subject with which you are concerned. Please make sure that in the body of your e-mail you are not showing that you either did not read the syllabus, grading philosophy, or honesty agreement, or simply chose to ignore those documents all together. For example, I do not ‘take doctor’s notes’ yet I get doctor’s ‘excuses’ e-mailed to me all the time.
• The ending of the e-mail includes a closing and a signature, or just a signature. A traditional closing is “Sincerely,” with your name as the signature. Given the medium of e-mail writing, a closing is not necessary in my opinion. When signing your name, make it your complete name. 🙂 S. is not an appropriate signature.
If you’re still confused by the format, consult this image of a traditional letter.
In general, please show common sense when you e-mail me.
• Do not ask “Did we do anything important while I was absent?” If you can’t figure out why you shouldn’t ask this, I’d be happy to explain this in person.
• If you want ‘my notes,’ come to class and listen to them. Ask your peers for their class notes. Class discussions are more than my lecture notes. Understand the difference.
• Spell words correctly. Proofread and then proofread again.
• Do not expect a response to your e-mail immediately. I’m not up at 2:30 a.m. checking my e-mail. You shouldn’t be either.
• Do not demand things of me or use your e-mail to angrily vent. Be careful of your tone. If you don’t mean to be aggressive and inappropriate then do not write an e-mail that can be interpreted that way.
• I do not need to know why you weren’t in class. Your personal life is yours, not mine. I don’t need to know that you were up all night throwing up, that your child had diarrhea all night, or that you’ve just felt really crummy with all your coughing and sinus infections and body aches. E-mailing me doesn’t mean you get ‘more’ excused absences. I understand that you may consider this a courtesy, but I don’t think you’re a bad person if you’re not in class.
• Don’t ask me to ‘look over’ your assignments, via e-mail, since you can’t make it to office hours because you’re too busy. If you can’t talk to me during office hours, then arrange a time to see me in person. You’re not the only person who is busy.
• When in doubt, come see me rather than e-mailing me from your Android/iPhone/smart phone/Segway/Whatever-you-call-the-technological-gadget-of-the-moment.
All of these things relate to our personal encounters as well. When you come to my office, do not walk in and say “I need you to sign this” while shoving a piece of paper in my face. Instead, let’s have a conversation after you have knocked and asked “May I come in?” You can choose to stand or sit while we talk about your speech, your desire to drop a course, or your travel plans that may affect class.
In this technological age where you may be used to communicating n shrt wrds w/no punct & less than 140 charactrs, you need to set yourself apart and show the world that you do indeed know how to communicate appropriately and effectively.
Please understand that I write this for you, not in retaliation against you. Please be mindful of your communication with all professors. We all want you to leave Columbia College with the best possible skills to help you achieve your personal and professional goals. Competent communication skills are key to achieving those goals.