Email Etiquette for Professional Communication

Use a Professional Email Address
Your email should ideally contain your first and last name. Avoid nicknames or unprofessional handles.

✅ Good

• xiaoming.yang@uni.sydney.edu.au
• patrick.random@gmail.com

🚫 Bad:

• cheekymonkey@gmail.com
• party.animal@hotmail.com

Clear Subject Line
A brief and specific subject line helps the recipient immediately understand your email’s purpose.

✅ Good: Question about PhD Research Proposal Submission
🚫 Bad: hi! need help!!

Sample Subject Line

• Enquiry Regarding PhD Opportunities in Root Reinforcement and Soil Stabilisation
• Prospective PhD Applicant – Research Alignment with Your Work on Root–Soil Interaction
• Interest in PhD Research: Root Tensile Strength Modelling and Slope Stability
• Seeking PhD Supervision in Vegetation-Based Slope Stabilisation (Root Reinforcement Focus)
• Potential PhD Collaboration: Root–Soil Mechanical Properties and Applications

Proper Greeting
Always address your recipient appropriately. Use formal titles like “Dear Dr Smith” or “Hi, Professor Lee” depending on the level of formality.

Concise and Clear Language
Use full words (no texting abbreviations like “u” or “thx”) and organise your email into short, logical paragraphs. Keep sentences simple but complete.

Respect Confidentiality
Always write emails with the understanding that they could be forwarded or seen by others.

Professional Closing
Sign off with a courteous phrase like “Kind regards” or “Best wishes,” followed by your full name (the name they know you by).

Proofread Before Sending

• Am I sending the email to the correct person?
• Is the recipient’s email address accurate?
• Does the subject line clearly reflect the purpose of the email?
• Have I properly greeted the recipient?
• Is the recipient’s name spelled correctly?
• Is the content organised into short, clear paragraphs or bullet points, using simple and direct language?
• Are there any spelling mistakes, punctuation errors, or factual inaccuracies?
• Have I signed off appropriately?

Bad Example of a formal email

Subject: Research stuff

Yo Dairy!

I saw your profile online and I’m really interested in working with you. I think your work is cool. I’m looking for a PhD. Can you be my supervisor? Let me know. Thanks.

Sent from my iPhone

Improved Example of a formal email

Subject: Prospective PhD Supervision Opportunity: Interest in Root Reinforcement Research

Dear Professor Dairy,

My name is Joey Zhu, and I am currently completing my final year of a Bachelor of Civil Engineering at the University of Sydney. I recently came across your research on root reinforcement and soil–plant interaction mechanics, which closely aligns with my academic interests and future research goals.

I am particularly interested in your recent work on the mechanical properties of root–soil systems for slope stability applications. I would be honoured to explore the possibility of pursuing a PhD under your supervision, focusing on related areas. I have attached my CV and a brief research outline for your reference.

Thank you very much for considering my enquiry. I look forward to the possibility of discussing this further with you.

Kind regards,
Joey Zhu
Bachelor of Civil Engineering (Honours), The University of Sydney
Email: joeyzhu@email.com
Phone: +61 400 123 456
[LinkedIn or Website – optional]