Writing an Effective Email
How many emails do you get a day? Of that number of emails, how many do you read and how many do you delete?
Have you ever gotten an email that had not been proofread? What do you think about this email?
_______________________________________________________________________________
From: badassZ06@ gmail.com
Subject: (no subject)
I would like to find out how to get internship at your orgranization. what are you looking for, like what major would be best? Also is this internship paid? Im looking for at least $12/hr. Thx!
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Pretty awful, huh? Did you find the errors?
Writing an effective email is very important. When you are beginning to talk to a potential employer you want to show that you are a good employee. You can do that in a simple email. When you are reaching out to an employer here are some things to think about:
- Send your message from a student account or a professional email address
- Have an appropriate greeting (Dear Mr., Ms., Dr.?)
- Use a descriptive subject line
- Write in short paragraphs
- Say thank you at the end of the message
- Include your signature and contact information such as a phone number
Here is a more effective email:
_______________________________________________________________________________
From: shenderson@ umbc.edu
Subject: Internship Inquiry
Dear Mr. Jeffries:
I am a current student at the University of Maryland, Baltimore County (UMBC) in my sophomore year. I'm writing to ask about the internship opportunities available at Ellington Research Consulting.
Your website indicates that you are looking for summer interns with an interest in health policy and social welfare. As a Political Science major who is committed to volunteering with nonprofits such as Meals on Wheels, I think I would be a strong candidate as an intern with your organization.
Could you please send me more details about your internship program, or let me know who else I should contact?
Thank you for your time,
Susanna
_______________________________________________________________________________
Now read this email to a professor:
_______________________________________________________________________________
From: mgerritson@ umbc.edu
Subject: Paper
Dear Professor Stanley,
Last night I went to dinner with my friends and saw another student from class who asked me what I was writing my paper about. She said it was due today and she wanted to know what I wrote about in mine. To be honest I had no idea there was a paper due. I read the syllabus when I got home but obviously by then it was already really late and I had an exam in my first class this morning and a quiz in my other class. Needless to say I was totally taken by surprise with this assignment and there was just no way I could finish that many pages in one night with all the other things I was studying for. I am very worried about this because I think my advisor told me this class is required for me to graduate and to fail this course would put me behind schedule for graduation. I am very sorry but I do not have my paper for class today and could you please let me know what I should do, and what is your late policy.
Mike
_______________________________________________________________________________
The following email is more effective than the above:
_______________________________________________________________________________
From: shenderson@ umbc.edu
Subject: Late paper for HIST 202
Dear Professor Stanley:
Unfortunately, I will not be able to turn in the paper due today in HIST 202. I apologize for missing this deadline. I saw on the syllabus that you will accept papers up to one day late for a letter-grade deduction, so I will be sure to complete it before tomorrow afternoon.
Do you prefer to receive my late paper by e-mail, or should I put a printed copy in your campus mailbox?
Thank you, and again, I’m sorry for my lateness.
Susanna
_______________________________________________________________________________
Writing a professional email is important. If you are looking for a job or to create a good relationship with your professor then you want to put your best self forward. Before you hit send ask yourself:
- Did I check spelling/grammar?
- Can I find this answer myself?
- Is the purpose of this message crystal clear?
If you don’t hear back, follow up. Don’t assume your message was received. You can forward your previous email but be careful with your tone. If you have many questions a follow-up call may be appropriate rather than an email.
For more tips on email etiquette you can make an appointment at the Career Center through UMBCworks, by calling the office at 410-455-2216, or by dropping in to our office on the second floor of the Math/Psych building.
Following these simple steps improve the chances of your email being read and decrease the chances of it ending up in the trash.
