Professional Email Script

Introduction & Hook: Text vs. Email (3 minutes)

Teacher: "Good morning/afternoon everyone! Today, we're going to talk about something super important for your future, whether you're emailing a teacher now or a boss later: how to send a professional email. But first, let's think about how you usually communicate."

Teacher: "When you need to talk to a friend, maybe ask them about homework or make plans, how do you usually do it? What's your go-to method?"

(Allow students to share answers like texting, Snapchat, Instagram DMs, etc.)

Teacher: "Okay, so a lot of you use texting or social media. Now, what if you need to ask me a question about your grade, or ask your principal for a recommendation letter? Would you use the exact same style of communication? Why or why not?"

(Listen to student responses, guiding them towards the idea that different situations require different communication styles.)

Teacher: "Exactly! While texting is great for quick, informal chats, there's a different way we communicate in academic and professional settings. That's what we call a professional email. Today, we're going to learn the difference between texting and sending a professional email, and how to write emails that make a great impression. Let's look at the first few slides in our Email Etiquette Slide Deck to get us started!"

(Display Email Etiquette Slide Deck Slides 1-2.)

Components of a Professional Email (7 minutes)

Teacher: "Now that we understand why professional emails are important, let's break down how to write one. Every good professional email has a few key parts. We'll go through them one by one. Please follow along with the Email Etiquette Slide Deck."

(Display Email Etiquette Slide Deck Slide 3: Subject Lines.)

Teacher: "First up, the Subject Line. This is super important because it's the first thing the recipient sees. Think of it like the title of a book – it tells you what the book is about. If your subject line is unclear or missing, your email might get overlooked or even sent to spam! What makes a good subject line?"

(Allow for student input. Guide them to 'clear, concise, informative'.)

Teacher: "Exactly! It should be clear and concise, including key information like your name and the purpose of the email. For example, 'Question about Algebra Homework - [Your Name] - Period 3' is much better than just 'Hey!'"

(Display Email Etiquette Slide Deck Slide 4: Salutations.)

Teacher: "Next, the Salutation, or greeting. Just like you wouldn't say 'Yo, teach!' in person, you shouldn't in an email. A professional salutation shows respect. What are some respectful ways to start an email to a teacher or principal?"

(Guide students to 'Dear Mr./Ms./Dr. [Last Name],' 'Hello Professor [Last Name],' 'Good morning Principal [Last Name],')

Teacher: "Perfect! Always use their title and last name. It’s polite and professional."

(Display Email Etiquette Slide Deck Slide 5: Body of the Email.)

Teacher: "Now for the Body of the Email. This is where you write your actual message. The goal here is clarity and politeness. Avoid slang, emojis, and text abbreviations. Use full sentences and proper grammar. State your purpose directly, but also politely. Why do you think using full sentences and proper grammar is so important here?"

(Discuss with students: clarity, respect, being taken seriously.)

Teacher: "Right, it ensures your message is easily understood and shows you put effort into your communication. It makes a good impression. If your message is long, break it into shorter paragraphs."

(Display Email Etiquette Slide Deck Slide 6: Closings and Signatures.)

Teacher: "Finally, the Closing and Signature. You can't just end an email abruptly. You need a polite closing, followed by your name and any other important identifying information. What are some professional ways to sign off an email?"

(Guide students to 'Sincerely,' 'Regards,' 'Thank you,' 'Best regards,')

Teacher: "And what should you include in your signature?"

(Guide students to their full name, class/period, student ID.)

Teacher: "Exactly! This helps the recipient know who you are and makes it easy for them to respond if needed. And always, always, proofread before you send!"

(Display Email Etiquette Slide Deck Slide 7: Key Takeaways.)

Guided Practice: Scenario Analysis (5 minutes)

Teacher: "Okay, let's put this into practice. Imagine you were absent yesterday and you need to email your English teacher, Ms. Chen, to ask what you missed and if there's anything you can do to catch up. Take a moment to think about what you would include in your email. What would be a good subject line? How would you start it? What would you say in the body? How would you sign off?"

(Give students a minute to brainstorm silently or with a partner.)

Teacher: "Alright, who wants to share their ideas for the subject line?"

(Write down suggestions on the board, guiding them to optimal choices.)

Teacher: "Great! And how about the salutation?"

(Continue this for each section, building a collaborative email on the board.)

Teacher: "Now, let's look at the Email Practice Worksheet. We'll work through the first one or two questions together, applying what we've just learned. This will help you get a feel for how to structure your professional emails."

(Guide students through the first part of the Email Practice Worksheet as a class or in small groups, referring back to the slides as needed.)

Independent Practice & Wrap-up (5 minutes)

Teacher: "Excellent work, everyone! Now it's your turn to apply these skills independently. I'm going to hand out the full Email Practice Worksheet. You'll have the remaining time in class to start working on it. Your task is to compose professional emails for the scenarios provided."

(Distribute the Email Practice Worksheet. Circulate around the room to provide support and answer any questions.)

Teacher: "To wrap up, remember that knowing how to send a professional email isn't just about getting a good grade in my class. It's a skill that will help you throughout high school, in college, and definitely in your future careers. Always take a moment to think: is this email clear, respectful, and complete?"

(Display Email Etiquette Slide Deck Slide 8.)

Teacher: "Please complete the rest of the worksheet for homework, and we'll review the Email Practice Answer Key next time. Great job today!"

Email Practice Worksheet: Pro Vs. Text

Instructions: Read each scenario carefully. On the lines provided, compose a professional email that addresses the situation. Remember all the components of a professional email: a clear subject line, a respectful salutation, a clear and concise body, a professional closing, and a complete signature. Avoid slang, emojis, and text abbreviations.

Scenario 1: Missed Assignment

You were absent from school yesterday and missed your math class. You need to email your math teacher, Mr. Harrison, to find out what assignments you missed and how you can make them up.

Your Email to Mr. Harrison:

Subject:

Body:

Signature:

Scenario 2: Absence from Practice

You are on the school basketball team. You have a doctor's appointment tomorrow morning and will miss basketball practice. You need to inform your coach, Coach Miller, about your absence and apologize.

Your Email to Coach Miller:

Subject:

Body:

Signature:

Scenario 3: College Information Request

You are starting to think about college and have some questions about the application process. You decide to email your school counselor, Ms. Rodriguez, to schedule a meeting to discuss college applications and scholarships.

Your Email to Ms. Rodriguez:

Subject:

Body:

Signature:

Email Practice Answer Key: Pro Vs. Text

Instructions: This answer key provides model responses for the scenarios in the Email Practice Worksheet. Use these examples to understand the key components of a professional email and the reasoning behind each choice.

Scenario 1: Missed Assignment

You were absent from school yesterday and missed your math class. You need to email your math teacher, Mr. Harrison, to find out what assignments you missed and how you can make them up.

Model Email to Mr. Harrison:

Subject: Absence and Missed Assignments - [Your Full Name] - Algebra II Period 3

• Reasoning: The subject line is clear, concise, and includes all necessary identifying information (student name, class, period) so Mr. Harrison knows exactly who it's from and what it's about.

Body:
Dear Mr. Harrison,

I am writing to you today because I was absent from your Algebra II class yesterday, [Date of absence], due to illness. I apologize for any inconvenience my absence may have caused.

Could you please let me know what assignments or topics I missed yesterday? I would also appreciate any information on how I can make up the missed work and stay on track with the class.

Thank you for your time and assistance.

• Reasoning: The salutation is formal and respectful. The body clearly states the purpose of the email, provides context (absence due to illness), apologizes, and politely asks for specific information. It uses full sentences and proper grammar.

Signature:
Sincerely,
[Your Full Name]
[Your Student ID (Optional)]
Algebra II, Period 3

• Reasoning: The closing is professional, and the signature includes the student's full name and class information, making it easy for Mr. Harrison to identify the student.

Scenario 2: Absence from Practice

You are on the school basketball team. You have a doctor's appointment tomorrow morning and will miss basketball practice. You need to inform your coach, Coach Miller, about your absence and apologize.

Model Email to Coach Miller:

Subject: Absence from Practice - [Your Full Name] - [Date of Absence]

• Reasoning: The subject line is direct and provides the essential information: who, what, and when.

Body:
Hello Coach Miller,

I am writing to inform you that I will be unable to attend basketball practice tomorrow morning, [Date], as I have a scheduled doctor's appointment. I apologize for missing practice.

I will ensure I catch up on any drills or information I miss. Please let me know if there is anything I need to do or any specific instructions for my return.

Thank you for your understanding.

• Reasoning: The salutation is appropriate for a coach. The email clearly states the reason for absence, apologizes, and shows initiative in catching up. It is polite and to the point.

Signature:
Best regards,
[Your Full Name]

• Reasoning: A professional closing and full name ensure the coach knows who is sending the email.

Scenario 3: College Information Request

You are starting to think about college and have some questions about the application process. You decide to email your school counselor, Ms. Rodriguez, to schedule a meeting to discuss college applications and scholarships.

Model Email to Ms. Rodriguez:

Subject: College Application Inquiry - Meeting Request - [Your Full Name]

• Reasoning: The subject line clearly indicates the topic and the purpose of the email, including the student's name.

Body:
Dear Ms. Rodriguez,

My name is [Your Full Name], and I am a [Your Grade Level, e.g., junior/senior] at [Your School Name]. I am beginning to explore college options and have several questions regarding the application process, including information on scholarships.

I would be grateful if I could schedule a brief meeting with you at your convenience to discuss these topics further. Please let me know what times work best for your schedule.

Thank you for your time and guidance.

• Reasoning: The salutation is formal. The body introduces the student, states the purpose of the email (discuss college and scholarships), and politely requests a meeting, showing respect for the counselor's time. It is clear and professional.

Signature:
Sincerely,
[Your Full Name]
[Your Grade Level]

• Reasoning: A formal closing and complete signature with grade level provide all necessary information for the counselor.