How to Write an Email
Writing a professional email to a professor or potential employer can feel a bit overwhelming. Here are some tips to help you come across as professional and confident.
Use a Professional Email Address
To avoid looking unprofessional or have your email land in the spam folder, it is recommended to use your official university email address or to create a professional email address with your first and last name.
Craft a Clear Subject Line
A clear and specific subject line helps your reader know what to expect right away. For example, if you're reaching out to a networking contact, you could use something like: "Career Question from UH Senior." If you're emailing a professor, it’s helpful to include your class department and number. For instance, if you have a question about a midterm, your subject line might look like this: "Comm4392 Midterm Question."
Lead with a Formal Salutation
When writing professional emails, it's important to maintain a certain level of formality, including starting with a standard greeting. Unless you've been given permission to use someone's first name, it's best to address them by their title, such as "Dear Mr.," "Ms.," or "Professor."
Keep it Succinct and Polite
Professional emails should be succinct and polite because they respect the recipient's time and make it easier for them to quickly understand your message. A concise email helps ensure that your main points aren't overlooked, while a polite tone leaves a positive impression and encourages a helpful response.
Sign Off and Signature
Always end an email thanking the person for their time. “Thank you,” “Best” and “Sincerely” are all common sign offs. Make sure to always include your first and last name as well. You can also create a unique email signature by including your name, email and phone number, and a link to your LinkedIn. You can also include the school you attend, your major, and your expected graduation date.
Example:
Shasta Cougar | Public Relations Major, UH 2025
shasta.cougar@uh.edu | 713-281-8321
www.linkedin.com/shastacougar
Proofread
It is best practice to always proofread an email before you hit the send button. Check that it is written in complete and coherent sentences, that you don’t have spelling errors, and that no part of the email is written in all caps.