Whether you're reaching out to a professor, TA, supervisor, or potential employer, your emails make an impression. Even in an age of DMs and group chats, email remains the most professional and widely used form of communication in academic and career settings.
The good news? You don’t have to be a writing major to send a solid email. You just need to be clear, polite, and a little thoughtful. Up your communication game with this guide to help you avoid common mistakes and get replies faster.
1. Start with a greeting.
Open your email with a respectful greeting. Avoid jumping right into your message with a “Hey,” not using the recipient’s name, or no salutation at all.
✅ Use:
“Hi Dr. Smith,”
“Good morning, Professor Johnson,”
2. Introduce yourself and provide context.
Especially in large classes, your recipient might not recognize your name. Help them out by including who you are and what you're referring to.
Example: “My name is Jordan Kim. I’m a sophomore in your PSY 0010 class on Tuesdays and Thursdays.”
If you're asking about something that happened in class or at work, briefly remind them what it was about.
3. Get to the point — politely.
There’s no need to write an essay. Clearly explain what you’re asking or why you’re reaching out, using polite language.
Example: “I wanted to ask if you could clarify the assignment due this Friday. I wasn’t sure if we’re expected to submit both parts together.”
If you're requesting something, phrases like “Would it be possible …” or “I was wondering if …” sound respectful and professional.
4. Proofread before you send.
Don’t hit send right away. Take a second to read through your message. Check for spelling errors, missing words, or run-on sentences. A typo or confusing sentence won’t make a good impression.
5. Be mindful of time and tone.
Try to send emails during standard business hours (Monday through Friday between 8:30 a.m. and 5 p.m.) when possible. Late-night emails may still be seen but they might not be answered right away. Write the message while any thoughts are fresh in your mind but save it as a draft and hit send in the morning, or use Outlook’s Schedule Send feature.
Also, don’t forget tone! Read your email and ask, “Does this sound respectful?” Emojis, slang, or excessive exclamation points may come off as too casual.
6. Add a short and informative subject line.
This helps your recipient prioritize and sort emails. It also increases your chances of getting a response.
✅ Use:
“Question about MATH 0220 Homework 3”
“Internship Follow-up – Jordan Kim”
❌ Avoid:
“Hey” or “Quick Question” or no subject line at all
7. Include a signature or sign-off.
Your email should close with a simple sign-off and your name. You can also add your year and major or your student role if it’s relevant.
Example:
Best,
Jordan Kim
Sophomore, Economics Major
University of Pittsburgh
Add an Outlook email signature so it automatically adds your info to each message.
8. Don’t forget attachments (and double check them).
If you say “attached” in your email, attach the file before you send it. It’s easy to forget — so double-check! Name your files something clear, like “Smith_Assignment2.pdf” instead of “finaldraft.docx.”
9. Avoid “Reply All” unless absolutely necessary.
Did your professor just email the whole class? Unless your response is meant for everyone, make sure to click “reply” and not “reply all.”
Too many people accidentally reply to entire email chains, which can be annoying — and potentially embarrassing.
Bonus Tips: Emailing for Jobs or Internships
When reaching out to employers, include:
- A clear subject line like “Application for Marketing Intern – Jordan Kim”
- A professional tone and complete sentences
- A brief message introducing yourself and referring to your resume or application
- And definitely send it from your Pitt email address!
🎓 Practice Makes Perfect
Taking the time to send a thoughtful, well-written email can make a big difference in your grade, your job hunt, or your professional relationships.
Next time you hit “compose,” just run through this checklist. And remember: clear, courteous communication = a strong impression.
Best of luck this fall semester, Panthers!
- Pitt Digital
This article was written with the help of generative AI tools. It was fact checked by Haree Lim and edited by Pitt Digital communications. See Generative AI @ Pitt for more information on responsible GenAI use.
