We’ve all done it. We’ve all sent that painstakingly crafted novel of an email to notify a professor of an absence and received a terse response in the ever-dreaded form of “K,” usually followed by the “sent from my iPhone” tag.
Although professors have the right to be as aloof as they want to when communicating with their students, students must adhere to a standard of professionalism if they expect to be taken seriously. Further, as a young adult I have had numerous occasions for professional contact via recommendation requests, internship inquiries and thank you notes. The truth is, there is no way around the pomp and circumstance of a professional email. However, it does not mean constructing said email has to be difficult.
Here are some of my tips for crafting that perfect professional email from a student agency Account Coordinator and a professional second-guesser.
1. Subject Line – The subject line of an email should include all relevant information within the email, including any deadlines. A subject line is a call to action. Instead of writing, “Welcome Back to School” try, “Schedule First Meeting | Welcome Back to School.”
2. Greeting – Always begin the email with a greeting as a courtesy. If you want something from this person, it’s best if they already have those warm fuzzy feelings upon reviewing your request. I always include something like…
“Greetings Professor X,
I hope you have enjoyed your winter holiday.”
3. Content – The body of your email need not be a novel. In fact, this portion should be as concise and easy to read as possible. Likely, the recipient will skim the email anyway. Always put the most important information at the top of the email. If you do have a lot to say, make sure your most important information stands out. I often use bullet points for dates and questions. Break up the text into easily digestible paragraphs.
4. Conclusion – Always thank the recipient for taking the time to read through your correspondence and sign off with your signature. Include your full name and a means of contact if available. You can generate your own signature for a more professional look.
5. Edit and Edit Again – If you are writing to impress then you want to make sure the email is free of typos. Make sure you address the email to the correct person or institution, using the proper respect they deserve unless told otherwise. Proofread all dates and times.
If you follow all of these steps then you can be sure you are communicating in a professional manner. Don’t be discouraged by the a “K.”
If you leave with any advice, it is to take advantage of your youth and inexperience and send out as many cold emails as possible. You never know when one might result in a career-changing coffee conversation, a nicely placed recommendation letter or an internship across the country (true story.) Many professionals are delighted to help you advance in your career goals, especially if it means talking about themselves. Who knows? You might make a great connection, and those are too valuable to pass up.