1. Check available resources first
Before sending an email, make sure you’ve consulted the available platforms: Osiris, Canvas, CSE-website, Osiris Catalogue, previous emails, or announcements. Many questions can be answered with a quick search — and it shows initiative.
2. Use a personal greeting
Start your email with Dear [Name] or Hello Mr./Ms./Dr./Drs./Professor [Last Name]. Avoid informal openings like “Hey” or just “Good morning,” especially when contacting someone you don’t know or don't know well.
3. Introduce yourself briefly
If it’s your first time emailing, include your full name, program, and student ID. For example:
My name is [First Last], I’m a Master’s student in [Programme], and my student number is [Number].
4. Be clear and complete
Explain your question or request in a concise and structured way. Avoid vague phrases like “I don’t get it” or “I have a problem.” Provide context: which course, assignment, or situation are you referring to?
5. Maintain a professional tone
Use polite and respectful language. Avoid slang or excessive punctuation (such as multiple exclamation marks). A professional tone helps ensure your message is taken seriously.
6. Use bullet points for multiple questions
If you have more than one question, use bullet points or numbered lists. This makes your email easier to read and ensures each point gets addressed.
❌ A wall of text is hard to follow. ✅ Clear structure = faster, better response.
7. Always include your student number
Even in follow-up emails or ongoing conversations, always mention your student number. It helps staff locate your records quickly and respond accurately.
8. End with a polite closing
Wrap up your message with a courteous phrase like Kind regards or Thank you in advance, followed by your name.