Writing a Professional Email

Effective communication is critical even before you are accepted as a graduate student. 

Below are some tips to writing a professional email to a university or academic program as a graduate applicant. 

1. Subject Line: Your subject line should not be too long or too short.  A statement such as “Questions on Chemistry PhD Funding” or “Clarification: MA Cybersecurity Requirements” can convey the intention of your email. 
2. Greeting: A formal or professional email always starts with a greeting such as “Dear Professor _______:” Do not immediately launch into the subject of your email without first greeting the reader. Find the correct contact for your program on a university’s website. If you cannot find the direct contact, simply writing “To Whom It May Concern:” is also acceptable. 
3. Professional Prose: Your email should be written in full sentences using correct grammar and spelling. Make sure to proofread it. 
4. Short and Succinct: Many questions can be answered through the university’s website. If you cannot find the answers to your questions after a website review, condense those questions into an email. Use bullet points to separate your questions if needed.
5. Signature and Send: Conclude each email with your full name so the reader knows how to address their reply. Thank the reader for their time. 
6. Launch Your List: This tip helps you as the applicant! If you’re applying to multiple universities, it can be difficult to remember what information was received. Keep a separate list that tracks when you sent your inquiry emails, who replied, and the information received.