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Not sure how to start or sign off a uni email? This quick guide covers the do’s and don’ts of professional communication. University isn’t just about getting a degree. Throughout your degree you can prepare for the professional world. It gives you the opportunity to practise real-world skills now, without the higher stakes.
Whether you’re emailing your tutor, applying for an internship or messaging a group for a class project, how you communicate matters. While uni life can feel relaxed at times, it’s important to know when to switch gears. This guide will help you tailor your communication to different situations. Here’s how to keep things respectful, polished and on point, without sounding like a robot, when professionalism calls.
1. Always start with a greeting
Try not to dive straight into your message; a proper greeting helps set a respectful tone. A quick “Hi Dr Smith,” or “Hello Alex,” shows that you’ve taken a moment to acknowledge the person you’re writing to. Avoid starting with “Hey” (it’s usually too casual), and consider how it might read if you open with just their name (it can come across as blunt or even a little rude).
2. Use your student email (and check it often!)
Your student email tells staff you’re contacting them officially. Avoid using your personal Gmail or something you made in primary school (we’re looking at you, xxsillygalsally@hotmail.com). Also, make a habit of checking it daily, so you don’t miss important messages and communications. It’s a requirement at Curtin to check your emails and official communications in OASIS, so make sure you stay on top of your notifications and keep up to date!
Extra tip: Consider setting up an email signature with your full name, student number, and course. It helps staff know who you are at a glance and keeps your communication looking polished and professional.
3. Get to the point, but don’t be blunt
Be clear, succinct and polite. Say what you need, why you’re writing and include any relevant info like your unit code. Including the context of your email is important too; if you’re emailing your tutor, make sure to specify your class and time to help them identify you quickly. Remember, your tutor may teach other classes of the same unit or have multiple students with the same name, so the more information, the better. For example:
“Hi Dr Smith,
This is John Adams from your COMS1000 class on Tuesdays at 9am.
I’m writing to ask if I can book a meeting with you to talk about upcoming assessment in Intro to Comms. I’m struggling with academic essay structure and would love to get some advice.”
Politeness never goes out of style, throw in a “please” or “thanks” and you’re golden.
4. Don’t leave the subject line blank
The subject line is your email’s headline. Keep it short but informative:
Request for Extension – HIST2001 Essay (**STUDENTNUMBER**, Student Name)
Tutors and staff receive dozens (sometimes hundreds!) of emails every week. If your subject line is vague or missing, it can easily get lost in the pile or be overlooked. A clear, specific subject line helps the reader understand what your email is about before even opening it, and that means they’re more likely to respond quickly.
5. Sign off like a pro
Just like a proper greeting sets the tone at the start, a polite sign-off wraps things up neatly and professionally. It’s a small detail, but it leaves a good impression and makes it easier for staff to respond to your request.
Try one of these professional sign-offs:
- Kind regards
- Best wishes
- Sincerely
- Warm regards
This helps the recipient quickly identify who you are and find your information in the system without needing to ask for it.
6. Proofread before you hit send
Typos and small mistakes happen, but they’re easy to avoid with a quick read-through. Take a moment to check your spelling, grammar and sentence structure before sending your email. It only takes a minute, but it can make a big difference in how your message is received.
Also, double-check:
- You’ve addressed the right person (especially if you’re copying or forwarding emails)
- You’ve attached the correct files (if needed)
- You haven’t left any important details out (like deadlines, dates or questions)
A well-written email shows that you’ve taken care and put thought into your communication, and that earns you respect, even before they hit reply.
Bonus Tip: Keep it respectful, even if you’re frustrated.
If you’re chasing a late response or handling an issue, stay calm and respectful. A good rule of thumb: if you wouldn’t say it in person, don’t type it.
7. Respect their time, get better help
Remember, your tutors and lecturers are often balancing a full teaching load, their own research and hundreds of students, all while trying to maintain a bit of work–life balance too. Don’t expect instant replies, especially outside of business hours or on weekends.
To give yourself (and your tutor) the best chance of getting a helpful response, email well in advance, not the night before an assignment is due. Respectful, timely communication goes a long way and helps build a positive relationship with your academic staff.
Uni is the perfect place to build habits for your future career, and good communication is part of that. Email like a pro now and future you will thank you.
