Proper Use of E-mail When Applying to College
E-mail is an informal communication. When you are communicating with a college admission counselor, you can't depend on the reader to interpret your subtleties or tone. It's best to spell it out, politely and clearly, when you are writing to people you want to impress. Here are some tips.
Make a Good First Impression
Hotgrl4u@XYZ.com may be a great way to communicate with friends, but it’s not the best introduction to a college admission counselor. Consider getting a free e-mail account with an address like marysmith93@gmail.com for your college correspondence.
Get An Answer Quickly
Start with a clear subject line. It's the first thing people read. Think about how easy it is to delete e-mails when they say things like "Important" (important to whom?), or "Hey." If you want to ask a question about your college application, don’t use “My Application” as the subject (colleges receive thousands!). Give as much information as you can. Try "Mary Jones, Savannah, GA-question about application.”
Treat Your E-mail as Formal Correspondence
If talking to your friends or family, emoticons ( :-) ) and informal Instant Messenger-type abbreviations (lol, ttyl, etc.) are fine. With college admission representatives or other people in authority, think of e-mail as a business letter with instant delivery. Use conventional English and write in complete sentences. Keep your message short, focused and polite. Say "Please" and "Thank you." Don't just ask for what you want and press "Send."
Use greetings and closings such as "Dear" and "Sincerely." If you are writing to someone you don’t know well, use a title—Mr. for a male recipient and Ms. for a female, unless the person has a title such as Dr. or Professor. And sign it with your full name. It’s likely that you’re not the only Ashley or Briana who has applied this year!
Make it Easy to Read
Remember that what you see on your screen may not be what your reader sees. Use a common font and minimize complex formatting. Use short paragraphs and insert blank lines between each paragraph. Consider using bullets to make your points easier to follow. Don't WRITE IN ALL CAPS or all lower case, or use strings of exclamation marks!!!!!! Your e-mail will be one of many your reader receives, so keep it short.
Don’t Become Infamous for Errors
Proofread your e-mail, then proof it again! Keep in mind that spell check doesn't catch everything. Be careful about your language—what may seem subtly humorous to you may seem insulting to others. Remember: tone is really difficult to convey through e-mail. If you are trying to make a good first impression, read the message over several times to make sure the grammar and spelling are correct and that the message sounds appropriate. Once you hit the send button, you won't have another chance. E-mails are often forwarded to many readers. You don't want to become infamous for your errors!