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Professor Saiedian developed these guidelines in the mid-2000s for his software engineering students, but any EECS student may use them in other classes, ignoring the SE-specific requirements. Other faculty are welcome to use these guidelines with proper attribution.

Professor Saiedian's recommendation for professional email communication

Effective email communication within a professional setting holds significant importance. Such correspondence necessitates conciseness, clarity, and a tone of respect. It is crucial to bear in mind that you are a representative of the School of Engineering at the University of Kansas, an institution of high regard. Your emails should mirror this elevated stature.

Follow these email etiquette guidelines to maintain a professional tone in your communications. These recommendations are inspired by reputable sources like Indeed and Enterpreneur.

  • Include a subject line. Use a clear and concise subject line that reflects the email’s content. For EECS course-related emails, include EECS### and a brief description.
  • Include professional greetings. Use appropriate greetings, addressing the recipient by name or title based on formality.
  • Use an introduction. Introduce yourself if the recipient doesn’t know you.
  • Use professional language. Maintain a professional tone; avoid using slang or informal language.
  • Use proper capitalization. Understand the correct use of lowercase and uppercase letters. Capitalize the first letter of sentences, proper nouns, and important headings. Avoid all caps; it may sound like you are screaming your intentions.
  • Be concise. Keep emails brief and to the point; avoid unnecessary fluff.
  • Proofread. Ensure proper spelling and grammar. Double-check the recipient’s name.
  • Use punctuation symbols properly. Use punctuation correctly to enhance clarity and professionalism.
  • Use a simple format. Use a simple format and font (preferably sans serif) for uniform display on different platforms.
  • Use appropriate closings. End with a professional closing, your name, and contact information.
  • Double-check attachments. Double-check attachments. For multiple files, use a descriptive folder name, compress into a zip file, or share on the cloud via a shortened URL.
  • Be cautious with reply all. Use ‘reply all’ sparingly to avoid unnecessary content.
  • Make responsiveness a priority. Prioritize responsiveness. Choose a response window that balances promptness with manageability. Accept the reality that your response time speaks volumes about your character.
  • Acknowledge receipt. Acknowledge receipt of messages promptly.
  • If you fall off the wagon, apologize. If delayed, apologize without excuses.

The implications of non-responsiveness

Equally essential is the promptness of your email responses. Failing to acknowledge an email in a timely manner can lead to various interpretations:

  • The email might not have reached you.
  • The email has gone to your SPAM folder.
  • You accidentally deleted the email.
  • You intentionally ignored the email. But deliberate disregard of an email might inadvertently establish a precedent wherein the sender might reciprocate the same behavior, a scenario not conducive to effective communication.

The following are verbatim quotes compiled from the Internet about the importance of timely email responses:

  • "Responding in a timely manner shows that you are conscientious — organized, dependable and hardworking."
  • "No, You Can’t Ignore Email. It’s Rude."
  • "Being overwhelmed is no excuse. It’s hard to be good at your job if you’re bad at responding to people."
  • “I’m too busy to answer your email” really means “Your email is not a priority for me right now.”