Writing an Email

Writing a Professional Email

What should I know about writing professional emails?


Formatting Guidelines

  • Include a Greeting (Hello, Good morning, Dear [Name], To whom it may concern (if formal and you don’t know who is receiving the email)

  • Include a sign off (Best, Best Regards, Kind Regards, Sincerely, Warmly, etc.)

  • Include your name, job title (if applicable) in the signature of your email. This is also a great place to include your pronouns and a link to your professional website, social media, or portfolio.

  • Choose a brief, descriptive subject.


Remember: Emailing isn’t texting!

  • even when you are emailing from your phone! Don’t use shortened words (u, ur, brb, btw, thx, etc.) *Exceptions - it is common to use the abbreviation for “For your information” (fyi)

  • Avoid excessive exclamation points, emojis, or caplocks

  • Proofread for spelling, especially if you are sending from your phone.


Be Considerate: Timing & etiquette.

  • When possible, avoid emailing late at night. It doesn’t come across as professional.

  • Email communication is not highly time sensitive. Do not expect your email to be read immediately, especially if you are sending it after hours.

  • Keep in mind that some people receive and go through hundreds of emails a day. Be patient and wait at least a couple of days before following up. Depending on your situation, it is usually safe to follow up after a week with no response.


Remember: A real person is reading your email

  • Be polite and kind. IInclude cordialities, especially at the beginning of an email thread. Eg. “I hope this email finds you well” at the beginning, “Thank you for your time” at the end.

  • Try to format your email so it is as easy to read as possible. Avoid big blocks of text (break it up into paragraphs and bullet points). Bold/underline the most essential information.

  • Avoid being passive aggressive. Tone is difficult to catch in an email. Keep your language professional, and if you have a concern state it clearly (and politely). Give the benefit of the doubt whenever possible.


Consider your audience: These guidelines will be more applicable for some than others. For example, if you are emailing a senior coworker in a new job, you may start your email formatting more formal and then shift your tone as you gain familiarity with them and their communication style. If you are emailing a professor or client, your emails will likely stay formal even over time to demonstrate respect.

Example Email Template

Here is an example email template to use when asking for a career services appointment:

Dear Career Services Team,


I hope this email finds you well and that you are having a good summer so far.


My name is [your name] and I am a [your degree/major] student at CUE. I am reaching out to learn more about the career supports available for students. I would love to set up an appointment with an advisor to discuss my career options and brainstorm next steps in my career exploration [insert your own priorities/goals].


Here are some of my concerns:

  • What types of entry level and mid career jobs would be available to me after I graduate?

  • What kind of part time jobs could I look for now to help prepare me for job searching after I am done my degree?

  • [Insert other questions/concerns]


I am available on [dates and times]. Please let me know the process for scheduling a meeting. I appreciate your time!


Best,

[Your Name]



[Your Name] ([Your Pronouns])

Job/Degree Title



External Email Resources

Want to see more examples? There are a lot of great articles about writing emails! Here are a few examples: