Professional Communication
One of the largest shifts from high school to college is learning how to communicate professionally with your peers, professors, and other staff. You'll definitely be communicating a lot more through digital means, such as emails, potentially calling various offices, or even making appointments and communicating face-to-face. sending a lot more emails, whether that’s to your professors about class, and advisor about your schedule, or staff about various campus resources.
It’s no secret that great communication will impress future employers, so learning how to communicate professionally now will help you make a great first impression! will help you immensely once you get your first internship or job. Here are some important guidelines to help you make a strong impression and get the support you need:
Emails
- Subject Line. When emailing your professors, be sure to include the course name and section number in the subject line as well as the main subject on the email. For example: “BIOL-1010-001 Exam 1 Question”. Your professors may teach many different classes and sections, so assist them in identifying which class you are referring to.
- When emailing staff, fellow students, or your advisor, be sure your email has a short and direct explanation for the reason you are emailing them. For example: “Spring 2026 Course Registration Hold” or “Group Project – Final Edits”.
- Introduction. When addressing the faculty or staff member you are emailing, be sure to use the appropriate introduction, such as “Dr.” If you are unsure how to address the recipient, you can use “Professor” or “Mr./Mrs.” If you are still unsure, use a general greeting, such as “Good afternoon”.
- Content. To assist the intended receiver in your request, keep your email short and concise. Including bullet points or numbering your questions or requests will make the email easier to digest. Lastly, check your class syllabus to see if the question has already been answered before sending your email.
- Signature. You can create a personalized email signature that includes your full name, major, and TNumber titles. This will not only assist the recipient in identifying you, but it also looks professional. When emailing staff on campus in regards to your advisement, financial aid, registration, the Help Desk, or your student account, be sure to also include your TNumber (if not already included in your email signature). Create an email signature using a Tennessee Tech template.
- Response Time. The faculty and staff on campus receive a lot of emails and interact with many students every day. Your lack of preparation does not constitute an emergency on your professor or advisor’s part. Be sure to stay on top of deadlines and allow reasonable expectations for a reply (at least 2 business days).
Phone Calls
- Phone Etiquette. When speaking on the phone, make sure you are speaking slowly and clearly. Ensure you are calling the correct department when you make a phone call.
- Voicemail. When leaving a voicemail, be sure to clearly state your full name, T#, and a good callback number. All phone calls from Tennessee Tech will be from a 931-372-XXXX number, so if you see that number on your phone it is safe to assume it is somebody from Tennessee Tech trying to reach you. Check to be sure your Voicemail is set up and that your Voicemail Box is not full.
Appointments
- Make Appointments. Your professors and advisors will have office hours listed on their syllabus and you can make an appointment with them at their earliest convenience. When scheduling appointments with professors, advisors, or other resources on campus, make sure to schedule them for a time you are able to attend. If, for any reason, you are unable to make your appointment, make sure to communicate that in advance and reschedule when necessary. Be mindful of others when you schedule an appointment with them. That person is taking time out of their busy day to meet with you, so be sure to set a reminder to alert you when you are supposed to meet with them.
- Show Up Prepared. When you make an appointment, come prepared with the materials that will be discussed. If it is with your advisor to get registered for classes, bring a list of the classes you were thinking about taking!