After I started university and my first part-time job, writing formal emails became a regular task. But inexperience made reaching out and responding to professors, admin, and supervisors feel intimidating. I would procrastinate, my inbox would pile up, and my anxiety would spike. When I finally got to writing, even a simple email could take 20 minutes as I tried to figure out if I sounded too casual, too formal, or just plain awkward.
Emails still aren’t my strong suit, just like any other form of communication where I can’t gauge someone’s response in real-time. But with time, experience, and a few helpful tips, I’ve grown more comfortable writing effective emails.
Tip #1: Start with a clear subject line
Don’t keep the reader in suspense! Specific yet brief subject lines are always appreciated, especially by those with crowded inboxes and limited time to spare.
For example, when writing to professors, I tend to format subject lines like this: “ENGL 200: Question about the Final Paper.”
Tip #2: Learn email etiquette
Greetings and sign-offs may feel formulaic at times, but they are part of email etiquette. Think of them as small talk: while not incredibly significant, they help set up a pleasant interaction.
Everyone has their go-tos. As a default, I tend to start with, “Hello [Name], I hope this email finds you well,” and end with, “Thank you for your time. Best, [Name],” but this changes according to the situation and my relationship with the recipient, which leads me to my next tip.
Tip #3: Mirror the other person
A good guideline is to refer to others the way they introduce themselves and follow their lead. When I know a professor well, and they write with a “Hi” and “Cheers, [First Name],” I will often mirror their friendly and casual tone. The key is to feel it out while still being respectful!
When emailing someone I don’t know, I always start formally with “Dear [Title + Surname / Full Name],” and then may adjust my tone based on their response.
Tip #4: Get to the point (politely)
Once you get to the body of your email, it’s good practice to be concise and direct. I also like to use bullet points or bold important information (like dates and times) to aid readability.
Tip #5: Pause and review
I’ve been the person who sent the wrong attachment or misspelled someone’s name. Learn from my mistakes—review and proofread emails before clicking “Send.” For high-stakes emails, I find it helpful to take a break between writing and editing to gain a fresh perspective or to ask a friend for a second opinion.
Final Thoughts
Many students are just learning how to communicate professionally, and like most things, it’s a trial-and-error process. In hindsight, what has helped me the most is analyzing how others write, adopting helpful formats and phrases, and keeping a few templates handy.
Below, you’ll find a handout that outlines the core components of an email and offers a helpful example plus some extra tips!
