A messy email can cost you a job reply or lecturer response. Good email etiquette is a career skill — and it’s free to improve.
Core Rules
- Clear subject line
- Polite greeting
- Short purpose in the first lines
- One ask (or numbered asks)
- Professional sign-off + full name
Subject Lines That Work
| Weak | Stronger |
|---|---|
| Hello | Application for Marketing Intern — Ama Mensah |
| Please help | Request: Extension for BUS220 Assignment |
| Urgent!!! | Invoice #1042 payment confirmation |
Simple Professional Template
Subject: Request for Meeting — Project Update
Dear Mr. Owusu,
I hope you are well. I’m writing to request a 15-minute meeting this week to review the project timeline.
Please let me know what time works for you on Thursday or Friday.
Thank you,
Kojo Asante
Phone / WhatsApp: …
Email Etiquette — Quick Do/Don’t
| Do | Don’t |
|---|---|
| Use a proper email address | cutiepie2004@… for job mail |
| Proofread names/titles | ALL CAPS rants |
| Attach files as PDF when possible | Send “as discussed” with zero context |
| Reply within a reasonable time | Reply-all spam to whole orgs |
| Keep threads tidy | Forward confidential chats casually |
CC, BCC, Reply All
- CC: people who need visibility, not action
- BCC: mass mail privacy / discreet copies
- Reply all: only when everyone truly needs it
Attachments & Data
- Name files clearly:
CV_AmaMensah_2026.pdf - Compress large PDFs
- Don’t attach Ghana Card scans unless requested through a secure process
Mobile Email Tips
- Disable aggressive swipe-send mistakes
- Check recipients before send
- Avoid writing angry replies immediately — draft, wait, edit
FAQ
Is WhatsApp replacing email?
For local SME chat, often yes. For universities, HR, and international clients, email still matters.
Should I use “Dear Sir/Madam”?
Better: use the person’s name when known. “Dear Hiring Manager” works for applications.
How formal for lecturers?
More formal than friends. Clear, respectful, short.
Sources / Practice
- Your school career services templates
- Gmail/Outlook help for scheduling features
This article is original editorial for Sen Gideons News Studio.