Email Writing, Grammar & Mechanics

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In today’s digital age, emails have become one of the most common ways to communicate, whether for school, internships, or even job applications. For teens, learning how to craft a professional email is an essential skill that can leave a lasting impression on teachers, mentors, potential employers, and anyone else they interact with. But it’s not just about typing words on a screen; it’s about using the right tone, structure, and etiquette to communicate effectively and professionally.

If you want your teen to stand out and make a great impression, here are some important dos and don’ts to keep in mind when teaching them how to write professional emails.

The Dos of Professional Email Etiquette

Do Use a Clear and Professional Email Address

The first thing anyone notices when receiving an email is the email address. While having a fun, personal email is great for chatting with friends, teens should use a professional-sounding email address for formal communications. Ideally, it should include their name, like firstname.lastname@gmail.com or something similar.

Do Start with a Greeting

Always start an email with a proper greeting. Using “Hello,” “Dear,” or “Hi” followed by the recipient’s name is the polite way to begin any email. For example:

“Dear Mr. Smith,”
“Hello Dr. Johnson,”
“Hi, Ms. Taylor,”

This shows respect and sets the tone for the rest of the email.

Do Keep It Brief and to the Point

When it comes to professional emails, brevity is key. Teens should focus on delivering their message clearly and concisely without unnecessary filler. Remember, emails should be straightforward and get to the point—whether it’s a question, a request, or an update. If the email is too long, the recipient may not read it fully, or worse, miss the main point entirely.

Do Proofread Before Sending

One of the easiest ways to impress (or disappoint) someone is by making sure your email is free of spelling and grammar mistakes. Encourage your teen to always read through their email before hitting send. Checking for simple errors can make a huge difference in how professional the email appears.

Do End with a Thank You and Professional Closing

Before signing off, encourage your teen to thank the recipient for their time or consideration. A simple “Thank you” goes a long way in building rapport. After that, end the email with a professional closing such as:

“Best regards,”
“Sincerely,”
“Thank you,”
“Kind regards,”

Follow this with their full name, especially when the recipient may not know who they are right away.

The Don’ts of Professional Email Etiquette

In casual conversations, slang and abbreviations are fine, but professional emails require formal language. Phrases like “BTW,” “lol,” or “u” (instead of “you”) should be avoided. Encourage your teen to use full words and maintain a polite, professional tone throughout their email. While it’s great to sound friendly, professionalism should always come first.

Don’t Use All Caps

Writing in all caps can come across as yelling. In a professional email, it’s important to use proper capitalization to avoid miscommunication. If your teen needs to emphasize something, it’s better to use bold or italics (if available) rather than using all caps.

Don’t Forget to Include a Subject Line

A clear subject line is essential. Teens should never send an email without one. It’s the first thing the recipient sees, and it helps them understand the purpose of the email at a glance. Make sure the subject is short but descriptive—for example, “Request for Recommendation Letter” or “Inquiry About Internship Opportunity.”

Don’t Send Without Checking the Recipient’s Name

It’s important to double-check that the recipient’s name is spelled correctly and that they are the intended recipient. Imagine sending an email to the wrong person, or worse, addressing them by the wrong name! Always ensure accuracy before sending.

Don’t Forget the Signature

Just as they start with a greeting, teens should end their emails with a signature. This could be as simple as their name or could include their full contact information, especially for job applications. A clear and professional signature ensures the recipient knows who the email is from and how to respond.

Why Email Etiquette Matters for Teens

Learning and mastering email etiquette is crucial for your teen’s success, not just in school, but also in the real world. Whether they are applying for jobs, internships, or communicating with mentors, knowing how to craft a professional email gives them the tools to make a great impression.

At Play With Education, we offer a course called Inbox Savvy: Mastering the Art of Email, designed specifically to teach teens the skills they need to craft clear, professional, and effective emails. From writing resumes to acing job interviews, email communication is a vital tool for success, and we’re here to help teens master it!

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Ready to Help Your Teen Communicate Like a Pro?

In today’s world, email is one of the most important forms of communication, whether for school, work, or even personal matters. That’s why mastering email etiquette and communication skills is crucial for your teen’s success.

Inbox Savvy: Mastering the Art of Email is a practical, engaging course designed to help teens hone their email writing skills. From crafting professional emails for job applications to writing respectful messages to teachers and mentors, this course provides everything your teen needs to communicate clearly and confidently.

What Your Teen Will Learn:

Email Etiquette: Teach your teen the basics of writing clear, polite, and professional emails.
Tone and Style: They’ll learn how to adjust tone for different types of emails—whether it’s formal or casual.
Common Mistakes to Avoid: From using overly casual language to neglecting formatting, we’ll cover the most common pitfalls and how to avoid them!
Real-World Skills: Whether it’s applying for a job, contacting a teacher, or interacting with classmates, the skills learned in this course will serve them well for years to come!

By the end of the course, your teen will have the confidence to send emails that not only get noticed but leave a positive impression. Ready to set your teen up for success? Enroll in Inbox Savvy today and watch them become a master of email communication!