When most students think about applying to college, they picture essays, letters of recommendation, testing, and activities lists. But there’s another piece of the process that often slips under the radar: the simple email. Whether you’re reaching out to an admissions officer, following up with a teacher, or connecting with a professor at a school of your interest, the way you write an email can make a strong impression.
Writing an email might seem like the simplest task on your to-do list—and, in many ways, it should be. A strong email is clear, concise, and professional. For juniors and seniors, honing this skill can be an absolute game-changer in establishing connections with potential universities and college admissions officers. And if you’re a freshman or sophomore, stick around, because you’ll need this information for your cold outreach to professors, potential mentors in your field of choice, summer internship contacts, and more. Embracing the digital age we are in is of paramount importance, and that means tackling your digital first impression with class, learning how to express your hunger to learn, while reflecting overall maturity, self-awareness, and gratitude.
So often, students ask us how they can stand out. And, truly, my answer is this: It’s in the details! The small things you can do to differentiate yourself from the pack and leave a lasting impression can make all the difference in the world. And it’s this very attention to detail that will train your brain to spot things other students won’t—in your emails, essays, and beyond—which can lead to countless doors being opened! What better way to start paying attention to the details than by first tackling email etiquette? Half of our students can’t even identify the differences between a professional email and an unprofessional one. The other half overthink every word! Here, we’ll get into the minutiae of the art of good emailing, giving you a framework to figure out where you stand and where you can improve:
Making a GREAT Digital First Impression
Before your email is even opened, your presentation itself sends an instant message. For starters, your email address and subject line need to be reviewed.
Email address: Your address should reflect your name and provide the needed information for contacting you. “Gamerboy2218” or “beachlover1234” can feel immature, or even just leave the impression that you weren’t thoughtful or intentional with your outreach. A safe bet is just your firstname.lastname@email.com, to show you are serious and make it easy to identify you. Also note that for any schools that are tracking demonstrated interest, it's of paramount importance that you use the same email address to sign up for webinars and tours that you’ll later be using on the Common Application.
Subject line: Specificity! Descriptiveness! Clarity! These are the words I think of for a good subject line. What is your email about in its simplest form? Instead of "Question," (or worse yet, no subject at all, which I’ve seen more than once), which can easily be overlooked, specify: “Follow-Up Regarding Quantum Physics Lab Tour with Professor Brown” or “Thank You for Sharing Your Biotechnology Major Insights!” Your subject line shouldn’t be long-winded either, but think of it as the ‘title’ of your email, sharing what the recipient can expect to follow. You can also experiment with the tone of your subject line depending on your relationship with the recipient. If this is someone you’ve corresponded with before, you can strike a warm and casual tone while still showing professionalism. If it’s someone you’re emailing for the first time, your tone can remain a bit more formal.
The body: Make your case! Be purpose-driven. Are you asking an admissions officer a question, or trying to get a research position from a professor? Be wary of the following do’s and don’ts:
Don’t:
- Be overly verbose or send a block of text without punctuation or breaking up your thoughts logically.
- Talk ONLY about yourself.
- Ask questions you could just as easily Google search.
- Send a five-paragraph email. Remember, whoever you’re emailing is doing you a favor by reading and responding, so keep their time in mind, too!
- Avoid excessive flattery, tons of exclamation points, or signatures with lots of extra random symbols/numbers/phrases.
Do:
- Show you’ve done your research/homework on who this person is and what they’ve accomplished. Pull details from the recipient’s experience! This is how you can actually put a feather in their cap.
- Be cognizant of how long your email is! Edit yourself. Anything that takes more than five minutes to respond to should be strongly reconsidered.
- Show gratitude and hunger. Your passion for the subject/inquiry/university/job/etc. will go a long way. And so will showing that you’re grateful for the time and opportunity to connect.
- Utilize smart paragraph breaks and punctuation.
- Begin with a proper greeting like “Hi or Hello Professor Smith”. Personally, “Dear”, although a common greeting, feels antiquated and overly formal to me. But definitely stay away from “Hey”, or any text-speak for professional contacts.
Emailing Admissions Officers
Be direct, be concise, and customize your email. This is not a one-size-fits-all email you send out to every admissions rep for the schools on your list. Briefly introduce yourself, and then get to the point quickly. Lead with authenticity and concision, and avoid any super lengthy stories or anecdotes, unless you’re recapping a really special moment you had when visiting a campus. Sharing meaningful moments like this and ACTUALLY speaking to what you like about a college or university can be a really great way to show genuine interest. Most importantly, be polite and appreciative of the AO’s time, and make it as easy as possible for them to answer your questions. If you have multiple, utilize a bullet point or numbered list so that your questions can be quickly addressed.
Keep in mind that while you don’t want to reach out to an AO without any intention, you don’t always have to be asking for something! It’s perfectly fine to send a brief, specific thank-you note following a tour, meeting, interview, webinar, etc., without asking for anything in return.
Cold Outreach to Professors
When it comes to securing research positions, mentorship, or internships, you truly have to be your own advocate, and so, your emails are going to differ significantly. Show familiarity with the professor’s work. Do your research! A lot of students lean on generic questions, which don’t really help their case. On the other hand, an insightful question or a well-researched, personal email can be a breath of fresh air for companies and professors looking for passionate, self-motivated, disciplined students to work with. If you want to reference a specific paper or project that you find interesting, also explain why it caught your attention. You aren’t sending the same email to a hundred people. Right?
Tips:
- Have a Clear "Ask": Stay away from anything vague or ambiguous. Come out and ask for what you are hoping for, whether it's a summer research position or an opportunity to shadow them in their lab. You can even ask for a quick conversation to learn more about a specific field. Remember, your request can neither be considered nor denied if you don’t make one at all!
- Be Humble: You’re here to learn. Try not to overestimate your experience level and be honest about your qualifications while expressing your eagerness to contribute.
Closing it out! Leave a Lasting Impression
The end of your email is super important! This is where you can have a real impact and stay on the recipient’s mind.
Remember:
- Reiterate your gratitude. Thank them for their time regardless of the outcome or future communication.
- Sign off professionally with something like "Sincerely", "Best regards," or “Thank you”, followed by your full name and high school.
- Proofread: Read your email aloud! Be incredibly aware of typos—spelling, grammar, punctuation, etc., as these will immediately detract from your message.
As a final thought, remember that these are just tips and guidelines, not rules. Truly, good email communication, just like in life, is all about using your emotional intelligence and knowledge about the recipient to individualize and assess the correct tone for the situation. Emailing is a skill like any other. Practice! As a general framework, try your best to write like you talk. Admissions officers, professors, and recruiters are all human at the end of the day, too. Be authentic and professional, and you’re already a step above the rest. As always, we’re here to support you should you need it!
