How to Write a Professional College Email

Last Updated: November 3, 2021

Business email etiquette can be second nature to people who've been sending them for years, but if you're a college student, you might not know how to present yourself in a professional manner when contacting admissions officers, professors, or department heads. With college admissions more competitive than ever, you always want to look your best, even in an email. These tips for writing college emails in a clear and professional manner will have you emailing like a business pro.

Method 1

Method 1 of 15:
Identify why you're sending the email.

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You might have a specific question you need an answer to and can't find anywhere else. You might be reaching out to the school for more information, to see if you're interested in attending. Maybe you're trying to schedule a meeting or interview. Or you might be emailing because you've missed a deadline, or want to follow up on a rejection. Having a single specific purpose for your email will inform all the steps that follow.

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Method 2

Method 2 of 15:
Use an appropriate email address.

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Make sure you're sending any college-related emails from an appropriate and direct email address, such as firstnamelastname@email.com. This will help prevent your email from ending up in a spam folder or being disregarded because it comes from an inappropriate-sounding email address.

Method 3

Method 3 of 15:
Write the subject of the email.

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Write the reason for the email as a simple phrase. Such as, "Appointment for Campus Visit," or, "Request for Scholarship Information." Use this as the subject of the email.

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Method 4

Method 4 of 15:
Address the person you're writing to.

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If you know the specific person you're emailing, start your email with "Dear Mr or Ms [their last name]." If you know the person has a PhD, use Dr. instead of Mr. or Ms. You can look at previous correspondence or a staff directory on the university website to see if there is a specific way they prefer to be addressed.

Method 5

Method 5 of 15:
Address the department you're writing to.

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If you aren't writing to a specific person, but rather to a general information email or department address, address the department. You can begin your email with, "Dear [name of department]." For example, "Dear Stanford Admissions Office," or, "Dear Caltech Physics Department,".

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Method 6

Method 6 of 15:
Introduce yourself.

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Begin with a short, concise introduction that states your name and who you are relative to the person or department you're writing to. For example, "Hi, I'm Brenda Lee, a high school student interested in applying to Penn State."

Method 7

Method 7 of 15:
Get Right To The Point.

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Explain the reason for your email directly and clearly. Don't ramble, don't stray to multiple topics, and don't include information that doesn't relate to the purpose you identified earlier. Your email shouldn’t leave the person reading it guessing as to the purpose of the message. Aim to write the shortest email possible while still covering the topic and remaining polite.

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Method 8

Method 8 of 15:
Use your natural voice.

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It may seem contradictory that writing like a professional means not sounding too professional. You want to address the people you email courteously and respectfully, but not sound like you're trying to use jargon or buzzwords, or use flowery language to make yourself look more impressive.

Method 9

Method 9 of 15:
Avoid slang and abbreviations.

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On the other hand, don't write too casually. Avoid slang terms and don't use abbreviations or text speak. Save the FWIW, OMG, and TTYL for group chats with your friends.

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Method 10

Method 10 of 15:
Keep the format clean.

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Keep the font size and color legible while avoiding frequent use of emojis, formatting, or images. If you do have multiple questions that you need answers to, consider creating a numbered list. That way your questions stand out from the text of the email, and the recipient can see exactly what needs answering at a glance.

Method 11

Method 11 of 15:
Demonstrate real interest.

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You should be asking questions that can’t be found with a quick online search. Questions that show you're seriously considering attending this college and need clarification on specific programs, departments, or requirements of the school. This is another reason to avoid using templated emails.

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Method 12

Method 12 of 15:
Be humble.

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You don't need to shower the college or the person you're writing to with praise, but be careful not to sound entitled. If your question is urgent because you have a deadline, explain why and what the specific deadline is. Don't make demands or act like the person you're writing to owes you an immediate response.

Method 13

Method 13 of 15:
Use a simple sign off.

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Once you've explained the reason for the email and asked your question or made your request, thank the reader for their time. Then, sign off with your name underneath.

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Method 14

Method 14 of 15:
Have someone look it over.

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Even professionals make mistakes in emails. There's no rush to send a college email, and you should never send the first draft. Proofread the email, and have someone else look it over before you send it. We often fail to catch mistakes in our own writing when we've been staring at it for too long, and another reader can notice if your tone is coming across correctly.