When you first join Langston University and set up your student profile, you are handed a powerful tool: your school email account. This is not just a login for Canvas; it is your direct line to peers, faculty, and future employers.
Recently, the quality of communication I have seen throughout school emails is an eyesore. Between the lack of capitalization and the “crying face” emojis, it is often hard to tell if I am reading a professional inquiry or a comment from a TikTok post. I worry because coming to a university is simulation in preparation for the professional real world. If you carry these habits into your career, you will not just stall your own advancement, but it will reflect poorly on the caliber of students this institution produces. Communication is a major factor in your success. Since most of your networking happens behind a screen, your emails need to be seamless, professional, and respectful.
Let us go though these steps for proper email composition that guarantees success.
1. When it comes to the subject line, make sure it exists, clear and concise.
The subject line decides if your email has high priority to open or ignored. Never leave it blank. It should act as a “title” for your message.
The Fix: Use a standard format like: (Course Name or Issue) – (Your Full Name-Student ID)
Example: PSD 101 Question – Uri Butler A12345678 or Inquiry Regarding Scholarship Application.
2. The Salutation: Start with Respect
Please don’t use “Hey” or jump straight into the body of the text. Even if you know the person, a professional greeting sets the tone.
The Fix: Use “Dear” or “Good morning/afternoon,” followed by the person’s formal title (Professor, Dr., Mr., or Ms.). If you aren’t sure of their name, use “To the [Department Name] Team or “Sir(s)”
3. The Body: Make sure its formatted and GIVE it some space!
A “wall of text” is exhausting to read. Use proper grammar, full sentences, and clear spacing to make your message an easy flow to read.
The Fix: I would suggest breaking your email into 2–3 short paragraphs. Use a double space between the greeting, body paragraphs, and closing. Most importantly: turn off the emojis and use standard capitalization.
4. The Language: Keep it Professional
The use of slang like “u” instead of “you”, and overly casual language have no place in a professional inbox.
The Fix: Read your email aloud before sending it. You might look crazy doing it, but you would look more crazier sending an email without proofreading it. If it sounds like something you would say to a friend at a party, rewrite it. Be direct about what you need but remain polite and appreciative of the recipient’s time.
5. The Closing and Signature
Do not just stop typing when you have made your point. A professional sign-off ensures the recipient knows exactly who sent the message and how to reach them.
The Fix: Use a formal closing like “Best regards,” “Sincerely,” or “Thank you.” Follow this with a professional signature that includes your full name, student ID (if applicable), and your major or student position.
Once you follow these steps, you would be ready for success and quickly notice a shift in how the university community receives you. Mastering the art of the professional email is more than just a writing exercise; it is a vital skill that builds your reputation as a serious, and respectful individual. By ditching the casual habits of social media and adopting a polished, professional tone, you are showing professors, staff, and your peers that you value their time and that you are prepared for the competitive environments that await you after graduation.
Your email composition is a first impression you make, so make it count. Start practicing these habits today and carry that same excellence into your academic career. Your future self will “sincerely” thank you.
Uri Butler
Uri Butler is a 2024 graduate of Langston University with a degree in broadcast journalism. He formerly served as Features Editor of The Gazette.
