Communication Tips: Emails, Asking for Extensions, and Phone Calls

So you have a question that you can’t Google an answer for. What to do? It’s time to contact a real human being and ask for help. But wait, you’re not on campus or you don’t want to leave your bed. Don’t worry! You can still ask via ~email~ or with a ~phone call~.

But how do you properly ask someone a question via phone, email or IG dms? How do you write an email that’s effective, short, yet still polite and respectful? How do you make a phone call when you have no idea who will pick up? As people who have written a few emails in our day and have made more than 5 phone calls, here are some tips and tricks:

Emails

The most indirect, direct form of contact that leaves an electronic paper trail. Here’s how to write an effective and short email:

• Opening 
• You should always begin your email with a greeting. “Hello”, “Good Morning/Afternoon”, or “Hi” are all appropriate openers. If you know the name of the person you’re emailing, put it! Whether it’s a professor, dean, or faculty member, always include their name and title, if applicable. Professor Smith, Dean Jones, or Mr./Ms. Doe are all nice and polite ways to address them. If you’re emailing your TA, a classmate, or someone you know personally, using their first name is fine. 
• Save “To Whom It May Concern” for your cover letter
• If you’re emailing a general office email (like registrar@barnard.edu), then using just a greeting like “Hello!” is fine
• First Paragraph
• If you’re emailing someone for the first time, introduce yourself! It can be super short, like “My name is Nancy Drew and I’m an incoming first-year at Barnard College and I have a question about registration.” Just give some context to the person you’re emailing about who you are and why you’re emailing.
• In this paragraph, ask your question in plain language. You can go in detail later, but just give a brief gist of what info you’re looking for here.
• Pro Tip: If you have a question about a specific course, include the entire course name and course code when writing. For example, if you wanted to ask about First-Year Writing: Critical Conversations, say First-Year Writing: Critical Conversations, not just First-Year Writing. As you know, many courses have similar names so being precise from the get-go makes it easier for everyone.
• Second Paragraph
• If your question requires some in-depth explanation, explain it in a second paragraph. Again, use full course names and be as precise as possible. Explain things fully and don’t assume anything. Just because it makes sense to you when you use shorthand terms, doesn’t mean it’ll make sense to the reader. 
• If your question is extremely complicated or you have a ton of questions, it’s best to call on the phone or meet in person. Emails are meant for short correspondence.
• Closing Line/Paragraph 
• Thank the person you’re emailing! Again, this can be super short like “Thanks in advance for your help!” or “Thanks and let me know if you have any questions!” 
• This part just wraps up an email without abruptly finishing.
• Closer/ Sign Off
• Sign your email!
• Great sign-offs are “Best”, “Thanks”, or “Have a great day”. We’re sure many of y’all were taught to use “Sincerely” but that’s just weird. It’s a little too formal and old-fashioned, but if that’s your vibe go for it!
• Finish with your first and last name
• Tips to remember! 
• If you have a lot of questions, try to condense them down to one email. Don't flood someone's inbox with emails after emails that contain one question each.
• Most people will only check their emails between 9-5 on work days. If you email over the weekend, don't expect a response until Monday.
• Remember that the person you're emailing is doing other things to. If you email a professor, they may not respond right away because they could be teaching a class, holding office hours, or just living their life. Typical email etiquette is to respond within 24 hours, so wait a day or two.
• CHECK YOUR BARNARD EMAIL DAILY. This will be the place where every single announcement and form of communication will go. It is imperative that you stay up-to-date with your Barnard email. 
• On a related note, if you're emailing someone at Barnard, use your Barnard email. Some people's filters will send a non-Barnard email to spam. Always use your Barnard email when conducting Barnard business.

A full example email, for your use:

Hello Professor Smith!

I hope your day is going well. My name is Nancy Drew and I’m an incoming student at Barnard and I have a question about your BIOL-BC1501 Introduction to Organismal and Evolutionary Biology Course. Is this course recommended for students with little background in biology?

I took biology my freshman year of high school and really enjoyed it, but I did not take AP biology nor the AP exam. Any advice you could give on placement would be great.

Thanks in advance for your help!

Best,
Nancy Drew

Asking for an Extension:

Want to email your professor and get an extension on an assignment? Sometimes we all need is another day or so to complete something; professors are generally understanding of this, and this piece by Best College is a great guide to how to craft an email asking for an extension. If you have any further questions on this, let us know! We're happy to help advise you on the best way to approach asking for an extension on an assignment or midterm.

Phone Calls

The fastest, most direct way to contact someone (and the most feared). Do you need an answer right now (if it’s between 9:00 AM and 5:00 PM on a non-holiday weekday)? Then call an office!

Making phone calls can be stressful, but it’s actually super easy and relatively painless. Here’s how to make a great phone call.

• Rehearse What You’re Going to Say
• There’s nothing worse than talking on the phone and you keep saying “um”. Practice what you’re going to say! Just rehearse it in your head a few times so you have a plan about what you’re asking for. This makes phone calls smoother and shorter so you can get back to your Netflix binge. 
• When someone answers, introduce yourself!
• Say your name and why you’re calling. If you’re calling a general office phone and would like to speak to someone specific, ask if you can speak to them. Example: “Hi, my name is Leslie Knope and I’m calling to ask a question about recycling to Michelle Obama. Is Ms. Obama available?”
• More than likely, if you call an office you will be transferred. EVERY TIME YOU’RE TRANSFERRED TO SOMEONE NEW, RE-INTRODUCE YOURSELF AND STATE WHY YOU’RE CALLING. The new person you’re talking to probably has no clue about who you are and why you’re calling. When they say “hello” don’t just say “hello” back, state who you are! There’s literally nothing more awkward for us than answering the phone and saying “hello” just to get a “hi” back. HELP US HELP YOU.
• Ask your question
• Be as clear and concise as possible. Speak clearly and loudly so your words don’t get jumbled on the phone.
• End your call
• If the person has given you any information, repeat it back to them to make sure you have it correct. Example: “So we’re scheduled to have a meeting next Monday at 3:00 PM in your office?”
• Wrap up and end your call really quick:
• A great way to end your call is to say “Thanks so much for your help! Have a good day, bye!” 
• Done! That’s literally all you have to say.

You’ll write a ton of emails and make a solid amount of phone calls in college. It’s better to get the hang of it now, than a year or two down the line. These are life skills you can take with you forever, so we hope this helps!