Email Etiquette Guide | VUB Intermediate Computer Skills

📝 Professional Email Structure

✓ GOOD EXAMPLE

To: dr.jones@vahealth.gov

Subject: Medication Refill Request - John Smith (Last 4: 1234)

Dear Dr. Jones,

I hope this message finds you well. I am writing to request a refill of my blood pressure medication (Lisinopril 10mg). My current supply will run out on March 15th.

I would like to pick up the prescription at the Clarksburg VA pharmacy. Please let me know if you need any additional information.

Thank you for your time.

Best regards,
John Smith
(304) 555-0123

❌ What NOT to Do

✗ BAD EXAMPLE

To: doc

Subject: HELP!!!

hey i need my pills refilled ASAP!!! can u do that 4 me??? its really important!!!!

thx

Problems: Vague subject, unprofessional greeting, text speak, all caps, excessive punctuation, missing contact info, no specific details

✓ Do's and ✗ Don'ts

✓ DO

Use a clear, specific subject line
Start with a greeting (Dear, Hello, Hi)
State your purpose in the first sentence
Keep it brief and focused
Proofread before sending
Use proper capitalization
Include your contact information
Respond within 24-48 hours

✗ DON'T

USE ALL CAPS (looks like shouting)
Use text speak (u, ur, thx, 4, 2)
Use excessive punctuation (!!!???)
Write when emotional - wait, reread
Leave the subject line blank
Forward chain emails
Reply All unnecessarily
Share others' emails without permission

📋 Subject Line Examples

✓ Good Subject Lines

✓ "Appointment Request for March"
✓ "Question About Benefits - John Smith"
✓ "Prescription Refill - Last 4: 1234"
✓ "Follow-up: Meeting on 2/23"
✓ "Application for Job Posting #4521"

✗ Bad Subject Lines

✗ "URGENT!!!"
✗ "Question"
✗ "Hi"
✗ (blank)
✗ "Please read this"

✅ Before You Hit Send

Pre-Send Checklist

Is the recipient's email address correct?
Is my subject line clear and specific?
Did I include a greeting?
Is my purpose clear in the first sentence?
Have I proofread for spelling/grammar?
If mentioned attachment, is it attached?
Did I include my name and contact info?
Am I CC'ing the right people (if needed)?
Would I be okay if this was forwarded?

💡 The 24-Hour Rule: If you're angry or emotional about something, write the email but don't send it. Save it as a draft and wait 24 hours. Reread it with fresh eyes before deciding to send.