Writing That Email

With career fairs and club events in full swing, the Career Readiness Center will be launching a new series: Professionalism 101! Throughout the quarter, a member of the Career Peer Advising team will take on a topic aimed to get Cal Poly students ready to take on professionalism in all its forms. This week, we will be touching on how to write an email that is considered appropriate and strong in a professional setting.

The Subject Line

Your subject line should be relevant and give enough context that the recipient has an idea of the content. A subject like “Missing Class Today” can be improved to say “BUS 207-01: Missing Class 1/23”. In a professional concept, “Project Update” can be improved to say “Action Requested: Feedback on IT Project”.

The Content

When crafting an email message, it is important to start with a greeting. Avoid using colloquial language, such as the following: hey, what’s up, etc. Instead, opt for a proper hello or wish the recipient a good morning/afternoon/evening. Don’t overthink it!

Once you have the greeting down, the next step is to include an introduction. Rather than jumping straight into a question or request, take the time and express sincere consideration for the person you are writing. An example of this could include hoping the email recipient had a good weekend, enjoyed their day off, etc. Make sure to also give context around how they know you or a shared connection that may have referred you.

From there, you now have the space to communicate the body of your message. Remember to maintain a professional tone and keep it as concise & cohesive as possible. This includes hyperlinking referenced documents, including full names of contacts, and avoiding superfluous language. If there is an action item or an ask, make it clear. For example, “I would love to learn more about your role at Protiviti. Do you have 15 minutes in the next week to schedule a phone call?”

The Send-Off

Once you have the email written, make sure to proofread and use a spell checker to ensure there are no errors in your writing. Lastly, sign off the email with a salutation, followed by your name. If you are unsure of which one to use, feel free to pull from the following: best, sincerely, and kindly.

If you want to read more on this subject, check out this short article from the Harvard Business Review. Writing an email can be daunting when you are trying to speak to professionals, potential networking contacts, or professors. The Career Readiness Center is here for you and encourages you to make an appointment if you have any questions about this process!