Correspondence Guidelines
E-Mail
Address your Audience - You are stating who you are addressing the email too. This is especially important if you are sending a message to multiple recipients.
Introduce yourself. If you are student in a class sate that you are a student in the class. Since most professors teach multiple classes, it is always a good idea to state what class you are referring to.
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Hello Dr. Eaglin,
I am a student in the CET 4583 class.
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State Your Objective - What are you asking, please be straight to the point and specific.
State What You Have Done - Too often students send a message, that they do not know where to start. In many cases they have not even read the assignment. This sends a terrible message, you want to make sure that you let the prof know that you are making an effort and are in legitimate need of assistance.
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Hello Dr. Eaglin,
I am a student in the CET 4583 class. I am having a dificult time with Assignment 3. Specifically I cannot figure out how to make the validation trigger separately for each event. I have gone through chapters 4-5 of the text, and watched the lectures that are recommended for this assignment.
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Include Helpful Information - In many cases you have probably been working on the assignment. Existing work give the professor an idea of where you are and makes it much easier to help.
Indicate Availability - Are you available to meet, are you requesting a meeting? Are you looking for office hours? Can this be solved by email?
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Hello Dr. Eaglin,
I am a student in the CET 4583 class. I am having a difficult time with Assignment 3. Specifically I cannot figure out how to make the validation trigger separately for each event. I have gone through chapters 4-5 of the text, and watched the lectures that are recommended for this assignment. My current attempt is available at http://myURL.com/A3. I can come by the campus this afternoon or tomorrow if you have available office hours.
Thank You,
Professional Student
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It is also a good idea to do a quick read for grammar and spelling. When you send an email, people form an opinion of you - especially if it is a first correspndence. You do not need to be stuffy and formal, but you should always be professional. Some other helpful tips are;
- If there are usful referrals or attachments for your email, include them.
- Have a professional signature, include email, phone in your signature.
- Be as thorough as possible.
- Say it in one email if possible. Don't bombard people with tons of messages.
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