Recommendations for successful and efficient email communication

If you want to communicate successfully and efficiently by e-mail, you should observe the following recommendations:

  1. use a "serious" e-mail address!

    Use a reputable email address for your university email communication. Many lecturers find it important to be able to read the name of the sender from the e-mail address. So use both first and last names ("First name. Last name", or "V. Last name" or similar). Fantasy names, pet names, fun addresses and anything that could somehow appear unserious are not suitable for university e-mail communication. Such e-mails are not taken seriously and are therefore not read; they often end up in the spam folder.

  2. formulate a meaningful subject!

    University teachers receive a lot of emails every day. In order for them to quickly recognize which e-mails are important, it is not only the name of the sender that is important, but above all the subject. Therefore, it is advisable to formulate a meaningful subject that makes it clear what the e-mail is about. The content of the e-mail should be expressed in the subject in key words. Statements such as "Question" or "A request" should be avoided or specified. Instead of "Question", you could write the question directly, but shortened if necessary, in the subject line and then formulate the details in the actual message (e.g. Question about the oral examination on ...).

  3. always begin your message with a salutation!

    Every contact by e-mail should begin with a salutation. The salutation you use depends on your level of familiarity with the lecturer in question. For first contact, you should usually also use the academic titles in the salutation. However, customs vary from university to university and from department to department. Put a comma after the salutation and leave a space of one line. Then write the first word in lower case, unless it is a noun, e.g.:

    Dear Prof. Dr. Müller,

    I am attending the seminar [...] and have a question about the oral examination.

  4. be brief!

    An e-mail is not the appropriate form of communication for a detailed request. Describe your concern briefly and precisely. The content of an e-mail should be designed in such a way that the lecturer can quickly gain an overview. The most important information should therefore be visible at first glance. Who are you? Why are you writing this e-mail? What is your concern? Is there a need for action on the part of the lecturer? Are there deadlines that need to be met?

  5. use polite language!

    The "subjunctive II", "modal verbs" and the word "please" make any question or request more polite.

  6. refrain from using superfluous words!

    Smileys and other emoticons, as used in private e-mails, are not usual in university e-mail communication and should be avoided.

  7. end your email with an appropriate closing formula!

    Close your e-mail with a farewell formula. Refrain from using abbreviations such as "LG", "VG" or "MfG". The closing formula "Yours sincerely" is always the right one. Leave one line blank before and after and put your full name underneath.

  8. check your message for grammar and spelling!

    Pay attention to formal aspects in your emails as well. Proofread your email again before sending it and check spelling, grammar and punctuation.

Examples

Below is a list of samples, organized by topic, to help you compose emails.