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Adulting 101: Are You Making a Good Impression in Emails?

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    • Adulting 101: Are You Making a Good Impression in Emails?

      Need to write a professional email? No sweat!

       
      Whether contacting a prospective employer, communicating with a teacher or professor, or any number of “serious” things that need to be put in writing, following these few tips will bring you success.

      • Use a professional email address–no nicknames! An address that includes your name is the best.
      • Rather than starting your email with “to who it may concern,” find someone to address the email to and make sure to include this person’s title where necessary.
      • Find the ideal time to hit send. There are varying theories as to the best and worst times to send emails. Most agree that Friday afternoons are the least ideal. Your needs are the last thing people want to tend to on their way to the weekend. Similarly, emails can get lost in the Friday to Monday buildup at the start of another busy work week. Whenever possible, try to send professional emails during standard work hours.
      • Keep it short–no long anecdotes, ramblings, or disguising your ask with extra words and thoughts.
      • Spellcheck! And, don’t hesitate to ask someone else to review what you plan to send for those important emails that matter most.

      Here are a few examples for the body of your email:
       
      Hello/Good afternoon, Professor X,

      Pleasantries are polite! Start off with a greeting of care, especially in the time of COVID-19.

      I hope this email finds you well…

      I hope you and yours are safe and well during this time…

      I hope you’re having a pleasant day…

       

      Address whether you are reintroducing yourself, communicating for the first time, or if this is someone you interact with regularly.

      It was so good speaking with you at the business school mixer…

      I received your contact info from…

      I am a student in your 9am statistics class…

       

      State your ask/reason for emailing.

      Would it be possible for you to write me a letter of recommendation for the Schomburg Center’s scholarship?

      It would be great to discuss the assignment in more detail, if possible…

       

      Provide other pertinent details.

      I am inviting you to my senior art showcase on May 5th, 10am at Pratt Institute…

      My resume is attached for your consideration…

       

      Include your expectation to meet/speak again.

      I look forward to speaking with you soon…

      I am available for an interview each day next week between the hours of 9am-5pm…

      Please feel free to reach out to me any time by email or phone…

       

      Provide your contact information when signing off.

      Thank you/Sincerely/Best/Have a great day, your name

      Your phone number (if appropriate)

      Identifying info when necessary (5th period Statistics, student ID#, etc.)

       

      You’re ready–go ahead and get started on those emails, and expect some positive responses!

       

      More Resources

      5 Quick Tips for writing professional emails from The Intern Queen

      Writing an Effective Business Email explained in 2 minutes

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