Skip to main content
Communication, Art + Technology › Communication
SFU Co-op Student

A person typing on a computer.
Credit
cottonbro on Pexels
As a Co-op student, I have had to overcome my own self-doubt when it comes to my abilities. If you take anything from this guide, I want it to be: have confidence in your abilities as a Co-op student.

You probably know that dreadful feeling you get after opening an email that is so long your finger gets tired from scrolling. Likely, you were too consumed by the pain in your index finger during that moment to even retain any of the information written in that email. Please…don’t be that person who inflicts this pain on others!

For the past four months, I have been working from home in a communications Co-op role. During this time, I have realized the (often overlooked) importance of proper email etiquette. While the process of sending an email may seem intuitive, there are many considerations that should be made before hitting that “send” button. Therefore, I present to you, essential email etiquette tips every employee should know.

Know your audience

One of the most interesting email tips that I learned throughout my Co-op position is; there is not one “right” way to send an email. Everyone has their own preferred way to communicate and to be communicated with. Therefore, as the sender, it is your job to observe the emailing behaviours of your recipients and adjust your responses accordingly.

You will notice that some people prefer friendly chitchat and using emojis in their emails, while others prefer to get straight to the point – neither are “wrong”. By showing people that you understand their preferred communication style, you will also create a stronger working relationship with them.

Is email really the best medium?

Although email is a heavily used form of virtual communication in the workplace, it is not always the best medium for getting your message across. Next time you’re typing out an email, consider this question: Is email really the best way to communicate this message, or would a phone call/video chat/text message be a better option?

Be respectful of the recipient's time

When the recipient is opening your email, they should not have to search for more than 10 seconds to find the email’s purpose. I recommend you bold, highlight, or change the text colour of the most important information in the email. That way, even if your recipient is busy, they will absorb the most important information first.

Make proper use of that subject line

I always knew that it was important to make sure the subject line was reflective of what you say in your email, but until this Co-op position, I had not realized the true potential of that handy subject line.

For example, when I’m sending an important email now, I like to include in the subject line “Please review by end of day” or “Immediate action required” to ensure that important information, like due dates, are easily visible. On the other hand, when sending an email that does not require a response, say something in the subject line like: “No reply necessary” or “No action needed at this time”. Trust me with this type of formatting, the recipient will be thankful to have this information clearly visible in their inbox.

Your email matters

As a Co-op student, I have had to overcome my own self-doubt when it comes to my abilities. I’ve often caught myself starting off an email with those insecure words “so sorry to bother you” in fear of coming across as a nuisance. If you take anything from this guide, I want it to be: have confidence in your abilities as a Co-op student.

Just because you’re an “intern” doesn’t mean that what you have to say is not important (hint: especially if you’ve checked off the steps above!). Being confident in your email delivery will likely make the recipient more respectful toward you and take their time to send you a more thoughtful response.

SFU Co-op Student
Connect with Genevieve on LinkedIn.
visibility  466
Dec 8, 2021

Posts by Author

Emma standing in front of the pond at SFU Burnaby
Blog
A Co-op Student’s Guide to Media Relations

Like many Communications students, I came into the School of Communication very interested in media; both studying it and working in it. I found it harder and harder to pinpoint where I could fit into it professionally as I learned more about it. What do you do when you’re interested in media, but not sure you want to work directly in media?

A phone on the home screen where the apps for Twitter, Facebook and Instagram can be seen
Blog
Tips for Effective Social Media Marketing

When promoting events and news on social media on behalf of a club, service, or business, the main goal is to get as many eyes as possible on the content. One of my tasks in my 8-month Co-op position was to post updates on their social media accounts, which includes job postings, upcoming events, and special announcements. Over these months, I was able to find useful strategies and tools to help me manage these profiles effectively and efficiently.

Co-op students standing outside around a sign that says "SFU"
Blog
Event Planning 101: 3 Tips for Planning an Event even Gen-Z’s will Enjoy

Coming into this Co-op position as an Outreach, Promotion, and Engagement Coordinator for SFU’s School of Communication, I was not expecting to gain any sort of event planning experience. Creating an event for our incoming students for Fall 2023, was a brand-new concept that flourished this semester.

You Might Like These... Co-operative Education

Courtney smiles next to a caption that reads, "Courtney Novotny during her work term with Health Canada".
A Second Term in Government: More of the Same?

How do Communications Co-op jobs differ between federal departments? Read all about Courtney's experiences as she compares her first co-op with Health Canada to her second co-op with Agriculture and Agri-Food Canada.

Korea
International Spotlight: Korea

Bordered by China, Russia, and separated from Japan by the Korea Strait, Korea makes for a strong international hub of Asia.

Iris at her workstation in the lab
Student Spotlight: Iris Eom

The OLC talks to Iris Eom, 3rd year MBB, Computing Science joint major. Keep reading to learn about her experience at the UBC James Hogg iCAPTURE Centre at St. Paul's Hospital.

You Might Like These... Co-op Reflections

Image of a girl in a blue blazer getting interviewed by 2 offscreen people
Dealing with Interview Rejection

Dealing with interview rejection is not always easy, but don't let it stop you from landing your dream job! Read on to find out how to deal with job rejections and how you can improve your future interview performance!

A woman standing in front of a Blackberry poster
Taste of BlackBerry Fruitful for Co-op Students

Read about how SFU students who took part in Co-op work terms at BlackBerry (formerly Research In Motion) – one of the SFU program’s biggest employers – are getting more than a hands-on experience. Many are landing plum positions.

a laptop screen showing the text "Go Get It"
5 Reasons Why You Should Move for That Co-op Position

Ever spotted your dream co-op position on MyExperience but found out it was on the other side of the country? Or worse overseas! Srijani Datta, is here to tell you about why you should, in fact, relocate for co-op.