Email etiquette

Email/Teams etiquette

How to communicate with members of staff in the English Department

Members of staff in the department receive a large number of emails and messages every day. We therefore ask you to take particular care when writing to us. Please follow these guidelines:

• Do check whether the answer to your question is already available on our website (e.g. in the Exams FAQ), on Moodle (e.g. in the Nachrichtenforum), or through a simple online search before sending your message. Please understand that we may not have time to respond to questions that have already been answered in emails sent to your UdS account, on Moodle, or on the websites listed above.
• Do use your official UdS email account when contacting staff or conducting university business. Using a personal account can create problems with record-keeping and data protection. It can also make it harder for staff to identify you in university systems and to add you to courses on Moodle or to teams in Microsoft Teams. Personal accounts should be used only in exceptional circumstances. Check your UdS inbox regularly, and do not rely on automatic forwarding to a personal account.
• Do make the purpose of your email clear in the subject line. If your question relates to a specific course or lecture, identify it clearly in both the subject line and the body of your email.
• Do keep related correspondence in the same email thread. If you are continuing an earlier exchange, reply in the existing thread and retain the relevant previous messages. When raising a different topic, start a new thread with an appropriate subject line.
• Do include a brief signature with your full name and, where relevant, your matriculation number and the course you are referring to. These details are particularly helpful if you wish to be added to a course or the recipient does not know you.
• Do write clearly and directly, and keep your message as brief and focused as possible.
• Do reread your message for accuracy and clarity before clicking ‘Send’.

Please also follow these conventions:

• Do check the recipient’s name and title, including the spelling, on the departmental website. Use the title listed there or the form of address requested by the member of staff. Common titles include ‘Professor’, ‘Dr’, ‘Mr’, ‘Ms’, and ‘Mx’. ‘Ms’ is normally appropriate for a woman who does not use an academic title; use ‘Mrs’ only if she has indicated that preference. Some non-binary people use the gender-neutral title ‘Mx’, e.g. ‘Dear Mx Smith’. You can also use someone’s first name and surname without a title, e.g. ‘Dear Alex Smith’, especially if you are unsure which title to use. Always follow the person’s stated preference. ‘Dr’ and ‘Professor’ are already gender-neutral. Getting these details right shows that you have taken care over your message.
• Do begin your email with a polite salutation, such as ‘Dear Dr Smith’ or, where first names are appropriate, ‘Dear John’. If a member of staff has more than one academic title, use the highest one, e.g. ‘Dear Professor Fitzpatrick’.
• Don’t address a member of staff by their first name unless they have invited you to do so or made it clear that they are happy for you to. A sign-off using just a first name may be such an invitation. If you are unsure, use the person’s title and surname.
• Do begin the body of your email with a capital letter, even if the salutation ends with a comma. Use correct punctuation and spelling, avoid obscure abbreviations, and use paragraphs to separate your points. An email without a clear structure is difficult to follow.
• Do use a suitable sign-off, such as ‘Yours sincerely’, ‘Kind regards’, ‘Best wishes’, or simply ‘Best’.