Dear Reader, 

I hope this message finds you well. I’m writing to demonstrate how to craft an effective email that conveys your point succinctly and maintains your chosen tone. The tone of this message is intended to be slightly satirical, but that is not recommended when emailing professors and potential employers. Below, I will outline the best way to do so by providing you with an email template that you can refer to at any time. Hopefully, this is beneficial to you, and if not, then I’ll just assume your emailing skills are already top-tier, in which case, congratulations (virtually handing you a gold star). I’ll stop rambling. Emails shouldn’t be too yappy.

Best, 

BOREDie Josie

Step 1: Identifying the Receiver

Please don’t mock me for stating the obvious, but you must ensure your email is being sent to the right person. Whomever you’re emailing likely has provided you with their contact information via a syllabus, job application, business card, website, etc. Make sure to double-check that the address you’ve written is the correct one…speaking from personal mishaps. 

Step 2: Loop Others In (if applicable)

Now is a prime time to consider if you’d like to copy anyone else on the email thread. This just means you’ll be sending them a digital duplicate of the message, typically so they’re in the loop without being the primary recipient. You might consider copying an advisor on an email about academic concerns, for example. You have two options for copying your email: CC or BCC. If you select CC (Carbon Copy), the person on the receiving end will be able to see whom you’ve copied, and if you select BCC (Blind Carbon Copy), they will not. 

Step 3: The Subject Line

This is the most important step. I repeat… This is the most important step. I know it might seem arbitrary, but the subject line could make or break whether or not you get a pleasant response or even a response at all. Professors especially have emails flooding their inbox, and yours will get lost in the sauce if you don’t include some key information. When writing to a professor, always include your class CRN number, your section letter (if applicable), and your full name in the subject. This would look like “ALE1220A Jane Doe,” for example. For non-class-related emails, it is still advisable to include your name in the subject line. This would look like “Application: Marketing Manager- Jane Doe,” for example. 

Step 4: The Greeting

Depending on your relationship with the recipient, this can vary dramatically. At this point in the process, you should have a clear idea of your tone. Are you hoping to be casual, academic, or professional? Use your best judgment on this. For casual communication, it is totally okay to say “Hey [Their First Name].” For academic communication, it is best to write “Dear [The way they’ve addressed themselves in emails or Professor and their last name].” For a fusion of these two tones, try “Hey [Professor and their last name].” For a professional tone, it is best to send “Good morning/afternoon/evening [Name],” or “ Dear Mr./Ms./Dr. [Last Name],” or “Dear Hiring Manager/Team” if applicable. 

Step 4: The Body

This step will take some thought and might even require some drafting. If you’re worried about how to phrase something, I recommend having a friend read it over, or even booking an appointment at the Writing Center to get expert insight. My biggest recommendation is to run your writing through spell check (if you think that goes without saying, it has to be said, trust me). It is best to start with a warm introduction like “I hope this message finds you well,” or “I hope your week is off to a great start.” After that, write the reason why you are contacting the recipient, and adjust this reasoning based on your desired tone. Remember to keep it concise, providing only necessary details and asking questions clearly if applicable. Be sure to indicate if you’ve included any attachments. If you’re asking for something to be done or answered by the recipient, it is best to clearly state that at the end of your message in the form of a question, like “Can you please forward me the paperwork by the end of the day?” for example.  

Step 5: The Signoff

The time to restate a thank you, to wish someone the best, or to end your message with some personality. Don’t overthink this part. Just try to maintain a friendly and warm energy to leave your reader on a high note. Some options to get you inspired: Cheers, Thanks again/Many thanks, Talk soon/Looking forward to connecting, or Take care/Be well. Be sure to sign your full name and include any relevant contact information, such as your phone number, address, etc. If you’d like to include these things permanently, along with an automatic signature, go to Settings (gear icon) > Mail > Compose and reply, create your signature in the editor (adding text, images, links), set defaults for new messages/replies, and click Save. You can be completely extra like me and even include a handwritten signature (not joking). 

Anyway, thanks for reading! Hopefully, this blog is longer than any email you’ll ever draft. And wishing you timely responses to all your well-crafted messages.