Guidelines for writing emails in a university context
To write effective and appropriate emails in a university context, it may be helpful to follow a few simple guidelines:
It is preferable not to write from anonymous or difficult-to-identify accounts. Whenever possible, please use your institutional UniBo email account, as messages sent from unclear addresses are more likely to be filtered as spam.
Always fill in the subject line clearly and appropriately.
Begin the message with a greeting suitable for the context. An opening such as “Dear Prof. …” is generally appropriate.
Try to maintain a tone that is neither too informal nor excessively deferential.
The structure of the message also matters. For example, it is good practice to start a new line after the greeting, before the closing remarks, and before your signature.
Ellipses (…) should be used sparingly.
Capital letters should be used only when truly necessary.
At the end of the email, it is appropriate to include a closing formula suitable for the context. “Kind regards” is almost always an appropriate choice, though other equivalent expressions may also be used.
Before writing, it is helpful to check whether the issue you wish to raise actually falls within the responsibilities of the Professor.
Similarly, it is advisable to verify whether the information you are looking for is already available elsewhere, for example on the course website, on the learning platform, or in official documents.
Finally, when writing, please keep in mind that the organizational rules of the course apply to everyone. Requests for exceptions can only be considered in exceptional circumstances and where permitted by university regulations.
