SyllabusProfessionalEmail

The following information is from the EDU 101 Mentoring Handbook (p. 15). In this case, the professional email concerns missing a mentoring assignment. The format and other information in this description applies to most any professional email situation. This is the expectation for professional emails in Dr. Theresa's courses. Though you do not have to cc: Jan or Pauline or Dr. Neeper (unless you are writing about missing a mentoring session), do always consider if anyone else should or should not be cc:ed.

Professional email correspondence after missing a mentoring session: Other professional correspondence via email
 * 1) On all correspondence with a Mt. Blue Middle School teacher, you must cc: your 101 professor (Dr. Theresa or Dr. Neeper), Jan Welch, and Pauline Rodrigue. (Email addresses are on the last page of this handbook.)
 * 2) Remember learning about business letters and friendly letters and that each had its own style? A professional email has its own style as well. Here are some highlights of a professional email:
 * 3) Send the email from your maine.edu account (not a personal yahoo or gmail account).
 * 4) Start with a greeting to the main addressee (in this case, the teacher). You do not have to greet any of the people that are being copied. “Dear Mrs.” or “Hello Mr.” or “Good Day Ms.” are all acceptable greetings. “Hey” and “Yo” are not professional greetings.
 * 5) Convey the information.
 * Remind the teacher who you are (This is [your name], the academic mentor from UMF that was supposed to come in this morning and mentor Pat Patterson.)
 * Apologize for missing your commitment (I’m so sorry I had to miss mentoring this morning, I hope you got the phone message I left explaining the emergency situation that came up).
 * Give a brief explanation of what happened, if appropriate, but don’t give excuses.
 * Ask the teacher to convey your apologies to the student(s) that you were supposed to spend time with that day.
 * Mention the next time you’re coming in (I’m looking forward to seeing you and working with Pat next Tuesday at 8:00.)
 * 1) Close with “Sincerely” or “Thank you” or similar professional closing, and then type your preferred name, as if you were signing a personal note.
 * 1) If you need to correspond with your teacher for a different reason besides missing a session (you’d like to schedule an extra session, you wanted to pass along a resource that you had mentioned to the teacher and you’re getting back with details, . . . ), still consider this a professional email.
 * 2) Use your maine.edu email account.
 * 3) Copy your current professor, Jan, and Pauline on the email.
 * 4) <span style="background-color: transparent; color: #000000; font-family: Cambria; font-size: 16px; text-decoration: none; vertical-align: baseline;">Use the same professional greeting and closing as described above.
 * 5) <span style="background-color: transparent; color: #000000; font-family: Cambria; font-size: 16px; text-decoration: none; vertical-align: baseline;">Be professional and courteous and make sure your mechanics of writing are correct.
 * 6) <span style="background-color: transparent; color: #000000; font-family: Cambria; font-size: 16px; text-decoration: none; vertical-align: baseline;">Avoid “texting language” as this is not a text message.