Oxford Dictionary Notes on 'Writing an Academic Email'

 WRITING AN ACADEMIC EMAIL

~ Academic emails are usually personal, not official. You are writing to a specific, named individual, not to somebody in their official role. 

~ The level of POLITENESS you need will vary. If you are asking a favour of an academic outside your university, you need to express a higher level of politeness than if you are asking your own teacher for a meeting. Emails between colleagues can be very informal.

~ Remember to use a level of formality and politeness to achieve an appropriate tone. 

FORMAL - A REQUEST FROM A STUDENT TO AN ACADEMIC FROM A DIFFERENT DEPARTMENT 

Low status writer to high status reader whom he does not know.

TONE: PERSONAL, VERY FORMAL, VERY POLITE

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Subject: Request for statistical help 

Dear Dr Barr 

I am a first year PhD student in the 

department of linguistics and my 

research topic is a quantitative

study of verb forms in academic writing. 

As I need to use advanced statistical 

tools for processing the data, my 

supervisor, Dr John Pugh, suggested 

I contact you to ask for advice.

Would it be possible for me to come 

and see you to discuss what I need?

I attach a copy of my draft research

proposal to give you an idea of the 

scope of my study. 

I would be very grateful indeed for 

your help. 

Best wishes 

David Samuels

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~ Greeting: use Dear + academic title and family name, or Mr, Ms, etc. and family name

~ Say why you are writing. Mention any academic contact. 

   Be specific about what you want the reader to do.

   Give SUPPORTING DETAILS.

~ Ending: Very polite 

OR: I would really appreciate your help.

[Not: Thank you for your time - official. 

Not: Thank you for your attention - very formal spoken]

~ Clear subject line 

~ Introduce yourself by giving your position in the university.

~ Would It Be Possible... 

    Very polite. Or Could I possibly...(Not: I kindly request - too official) 

~ CLOSE: Or Best regards, Regards. Give your full name. Add position and contact details if necessary. 

LESS FORMAL - REQUEST FROM A STUDENT TO THEIR OWN SUPERVISOR 

Lower status writer to higher status whom she knows very well. 

TONE: PERSONAL, POLITE, LESS FORMAL 

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Subject: Meeting this week? 

Dear Ruth 

I was wondering if you've had a 

chance to look at my paper yet. If so, 

could we have a meeting some time this week? 

The best day for me would be

Tues. I start my fieldwork at the end 

of the week and it would be very useful ot have 

some feedback before then.

Many thanks 

Nicole 

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~ Subject: use? to show a request 

~ A polite indirect question. Use it to remind somebody of higher status about something.

~ Abbreviations can be used as style is less formal

~ Greeting: first names can be used as they know each other well. 

~ Could, Would: Less abrupt/direct forms. Use them to make a suggestion/request to somebody of higher status.

~ CLOSE: Informal - Nicole has the right to ask for a meeting. 

USING AMERICAN STYLE IN EMAILS

~ If you are writing emails in an American English environment, the point about formality, politeness and tone on pages WT24 - 25 still apply. The language you use will be very similar. However, there are one or two things that you should be aware of, as shown below. 

FORMALITY 

The main difference between American and British style in emails is that US emails do not use the very formal language that British emails often do and can be more direct. 

Look at these examples: 

-- British (formal)

I would be grateful if you could send your payment to...

A list of fees can be found on your website.

Please don't hesitate to contact me...

-- American 

Please send your payment to...

You can find a list of fees on our website.

Please feel free to contact me. 

BUSINESS EMAILS:

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To:                  kmiller@charitytrainers.org

From:              risai@newgreenspaces.jp

Date:               08/23/2014

Subject:           Proposed meeting this week 

Attachments:    mif.doc

Dear Dr. Jacobi.

I'm writing to ask about the possibility of organizing a 

customized training prgram for a group of five of our mid-

level managers. We would be interested in having them learn

more about staff recruitment. project management, and 

fundraising practices in the American charity and nonprofit 

sector. Could you please let me know what scheduling and 

pricing options are available for a week-long course fulfilling 

these requirements?

Sincerely yours, 

Risa Inyaka 

New Green Spaces, Japan

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~ Notice how date is written. (BrE: 19/8/2014

~ Notice the use of full stops and commas in these emails. Use full stops after abbreviations. 

~ Use US spellings (e.g. customize, flavor, center, etc.) consistently.

~ Direct but polite questions using "you" are fine when writing to Americans. 

~ CLOSE: Sincerely yours, or Sincerely, are good ways to close a business email. 

ACADEMIC EMAILS:

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To:                        jacobi@bussch.clemson.edu

From:                    rwagner@stud.clemson.edu

Date:                     8/23/2014

Subject:                 Proposed meeting this week

Attachments:          mif.doc

Dear Dr. Jacobi, 

I'm planning to submit the attached paper to 'Markets in Focus'

next week. I wonder if it might be possible for us to meet to discuss

it before I send it off? I'd very grateful for your comments and 

advice. I'm available everyday after 3 p.m., or in the mornings on

either Tuesday or Thursday.

Many thanks 

Ross Wagner 

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~ Short, clear subject line 

~ Attachments should be no longer than 2MB, if possible 

~ Use full stops after short titles

~ CLOSE: Courteous and fairly formal