College Communication Etiquette

Communicating with each other through email and meetings is a necessary skill for college and your future career. Below are some tips to help you communicate well!

Emails

Email is the primary form of communication on a college campus. Avoid using a personal email account and stick to your @ksu.edu email so that it is easy to identify you and your username is professional and linked to your K-State accounts.

As you go about writing emails, consider these tips:

    • Greeting
      • Put your class name and section in the subject line.
      • Begin with a greeting such as “Hello”, “Good Morning” or “Dear”.
      • Address the instructor or professor by their earned title until they request otherwise. If you are unable to find their title (Dr., Ms., etc.), you can always default to “Professor ____”
    • Body
      • Keep your email brief, but not as short as a text (50-125 words)
      • Use punctuation to increase clarity. Emails should look different than a text.
      • Ask a question so the professor can respond directly to your request.
      • If you are looking for a solution, share how you’ve tried to solve the problem.
    • Signature
      • Sign your name with what you would like to be called. This helps the professor identify you and allows them to address you personally in their response.
      • Set up an automatic signature with Outlook so you always sign with a professional ending.
    • Before you send
      • Have you checked all your resources first to try to solve your concern(s)?
      • Does your subject line refer to the class?
      • Did you address the professor with their preferred name and title?
      • Did you re-read for punctuation/spelling errors?
      • Did you ask a clear question or indicate a need for a response?

Meetings

Email can never replace a face-to-face meeting, virtual or in-person. You should always feel free to request a meeting versus having to go back-and-forth via email if the topic is complex, sensitive, or just hard to put into words.

    • Before the meeting
      • Be sure to know where and when you're meeting. Plan ahead for travel.
      • Show up early, arriving exactly when the meeting starts is risky.
      • Check if there is anything you need to review or prepare of the meeting.
      • If it's a formal meeting with an agenda, review the agenda prior to the meeting.
      • If the meeting is online:
        • Make sure your background is not distracting to the meeting.
        • Be sure that you are dressed as though you were meeting in-person.
        • Avoid being in a car or public space during the meeting time.
    • During the meeting
      • Practice active listening skills.
      • Take notes if needed.
      • Talk clearly and look at the person you're talking to.
      • If the meeting is online:
        • Turn your camera on and mute your microphone when not talking.
        • Do not drive during the meeting.
    • After the meeting
      • Complete any assigned tasks given to you.
      • Send a thank you email if meeting someone for the first time.
      • Add the follow-up meeting to your calendar if one was scheduled.

Office Hours

Office hours are dedicated times for students to talk to their professors. Students can use this time to talk about the course and ask questions about course content. We have a whole success tool dedicated to using Office Hours effectively: Office Hours Tips (html)