You are receiving this letter as a friendly reminder on netiquette. Netiquette is defined as “the correct or acceptable way of communicating on the Internet” [1]. Social media and texting have evolved as an informal means of communication, but this writing style is not transferable to the professional world. In academia, there are norms on proper netiquette that you should adopt into your practice. This is important to apply when you write correspondences to faculty, staff, professors, and teaching assistants. My dissertation advisor always emphasizes to me that "the way you write significantly influences your future career." The absence of effective communication leaves readers to impute unfavorable impressions of your work.
Here are some quick tips on email netiquette.
- Emails are formal letters. Have the mindset that your email is a public document that in the future anyone can/could/may read it. Be formal. Teaching assistants, faculty, professors and staff are professionals. You are in training to become a professional. Emails are your first impression that reflects your work ethic. Typos happen but minimize them to none.
- Always use the subject lines. The subject line briefly summarizes what the main point of your message. Avoid using "hi" or "hey" or "(blank subject line) ". Include your class lecture number if already not in the subject line (i.e., PHYS 170L) because most TAs, lectures, and professors teach multiple sections and/or courses.
- Always include a salutation. Never start an email with the individual's name or jump straight to your request. Do not address someone in an email with the person's first name unless you know them or have permission to do so. If in doubt, use the more formal form of address. Example: “Aloha e Dr. Kahuli, I hope all is well with you…” or "Dear Pua," or "Dear Dr. Mānoa,".
- Use the preferred name and pronouns of the email recipient. There is a movement to introduce oneself with their preferred name(s) and pronouns as a means to be a more inclusive and promote a safe workplace. Here is a great resource detailing with how to use gender pronouns [2, 3]. Be mindful and use these proper names and pronouns to show respect. Again, do not address a person by only their first name in the opening of an email ("Dr. France," or "Lelemia,"). If an individual signs-off in their emails with their first and last names, then address the individual formally. Leave no wiggle room for offense or disrespect.
- Be specific in your request. University staff, faculty, professors, lectures and TAs receive many emails daily. Hence, it is important to communicate clearly and succinctly what you need from them. So instead of asking, “where is the lab website,” consider writing, “I looked through the syllabus and course website, but unfortunately, I am unable to locate or sign-in to the lab website. Could you please provide the proper link?” Also, instead of asking, "can we meet?", consider writing, "May I meet you for 30 minutes to discuss summer internship opportunities? I am available (insert dates and times). Thanks!"
- Be mindful and polite. Read out loud your email as if you are the recipient of the message. Ask yourself: How is the tone? Does it sound too harsh, demanding, accusatory, angry, or has an air of entitlement? It is important to be succinct but also have pleasant and polite voice. Always use please and thank you when applicable. Avoiding flattery or being flowery, but remember we are human, thus, add touches of humanity.
- Use a closing in your email. Use “All the best,” “Thanks,” “Best regards,” or any other kind of closing to end your message. Then, sign-off with your preferred name as your signature. Your are welcome to use a formal signature indicating your major, department, URL(s), etc.
- Don't forget to spell check. Do not hastily write your emails, especially when you are on the go and using your cell phone to reply. Before you send your email, proofread your message. Use an application like Grammarly to check for spelling and grammar. AVOID USING CAPITAL LETTERS, which is generally considered as SHOUTING (except in the case to indicate acronyms). Note that on the use of Hawaiian language, be sure to use the proper macrons ʻokina and kahakō when spelling Hawaiian words. Be sure to use both and be mindful it is a choice if a person uses or not uses macrons.
Feel free to take heed to this advice or not, but be aware that you run the risk of a delayed or none response. Thanks for your time and consideration!
All the best,
Your teaching assistant.
[1] Netiquette [Def. 1] . (n.d.) In Dictionary Online, Retrieved August 29, 2018, from https://www.dictionary.com/browse/netiquette
[2] Corcoine, D. (2018). "How to use gender pronouns". In Tean Vouge Online, Retrieved from www.teenvogue.com/story/how-to-use-gender-neutral-words
[3] TSER (unkown). "Gender Pronouns". In TSER website, Retrieves from www.transstudent.org/pronouns101/.