Academic Communication Best Practices

*IMPORTANT* Trinity College uses email as the official means of communication with students.

  • Unless they state otherwise, deans, faculty, and administrators will reach out to you via your @duke.edu email address.
Alternate forms of communication (e.g., text messages) are not the norm. Expect emails, so check often and respond promptly.

 

 

 

 

 

Procedures and Best Practices

As a young adult and aspiring professional, note the following email practices:

  • Check email at least twice a day.
    • Respond to emails from Duke staff within 24 to 48 hours of receiving the email.
      • If you need more time to collect your thoughts, a best practice is to email the sender a brief reply indicating that you received their email and will soon have a more complete response to send them.
    • Even when a response does not seem necessary, a best practice is to send a quick “Thank you” to let the sender know you have read and understood it.

 

  • Appropriate terms of address:
    • Deans: Dean _____ or Dr. _____
    • Faculty:  Professor _____ or Dr. _____ (Ph.D. after last name indicates Dr.)
    • Administrators:  Ms. _____, Mr. _____ or Dr. _____ (if Ph.D. in their Duke bio)
Avoid first names, unless invited to use them.

 

 

 

 

Why does this matter?
Developing best practices when working with email can position you for success both academically and professionally.
Your willingness and ability to thoughtfully navigate email demonstrate courtesy and organization.
On the contrary, failure to check your email and to respond in a timely manner could lead to negative consequences.