16 Communicating by Email in the Online Learning Environment

In an online learning environment, communicating by email is important. Initially, for many students, emailing instructors can be intimidating. However, communicating with your instructor throughout your course is an important part of being an active and engaged postsecondary student. Email is by far the most popular means by which this type of communication takes place. For students, emailing instructors is particularly appealing because it is familiar, easy, and convenient. But messages sent via email can easily be misunderstood unless special care is taken in their composition.

To avoid confusion and to make it as easy as possible for your busy instructors to read and understand your email, there are a few basic principles to keep in mind when sending an email message to your instructor. There are five principles for clear, effective, and professional emails:

1. 1. It is important to use a formal, professional tone when emailing your instructor. Include an informative subject, and avoid simply saying “hey” or “hello.” For example, if your instructor’s name is Parminder Singh, an email to them might begin with something like “Dear Professor Singh.” You may wish to conclude with a closing like “Best Regards.” Think of your email as a professional business communication.
2. 2. Make sure that your email is grammatically correct. You should think about your email as a chance to show your instructor that you care about the class and that you are willing to take the time to proofread your message before sending it. It is also a good idea to break your message up into multiple paragraphs with appropriate punctuation. This makes your email easier to read, and it helps avoid unnecessary confusion. Remember, your instructor is much more likely to help you if they are able to understand what you are saying.
3. 3. It is helpful to keep your message brief. Avoid long emails that go into too many unnecessary details. Keep your tone professional and respectful; keep your emails concise and to the point. With that said, it is also not a good idea to be too short with your message, as shortness can sometimes be misinterpreted as rudeness.
4. 4. It is a good idea to make sure that you actually need to send the email in the first place. Sometimes, simply reading through your syllabus, calendar, assignment description, class website, or class notes can answer many of the questions you might have.
5. 5. It is important not to expect that your instructor will respond to you immediately. Unlike instant messaging, email responses can take anywhere from one to three business days. Your instructors have a lot of email to respond to along with their other responsibilities, so patience is advisable. Moreover, it is important to only resend an email after at least five days have passed.

Following these five key principles when writing an email to your instructor will help ensure that you communicate clearly, effectively, and professionally.