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Anatomy of an Email

Structure, tone, and purpose will set you up for success.

To Whom It May Concern

Below is a message illustrating the general parts of an email message. This is an example of an email you might send to a faculty member or other professional staff member at St. Thomas.

Keep Reading to Learn:

  • Pointers on structuring an email
  • Tips on detailing your point or ask in a message
  • How to maintain a professional tone

The Technical Details

Date

Always do your best to send your email messages with advance notice. Especially if you are notifying someone you'll be missing a class, or need to ask them for something.

Professional E-Mail Address

Use your St. Thomas Email address, or at the very least ensure the personal email address you're using is simple and professional.

Subject Line

Be VERY CLEAR in your subject line. It should not say "hi" or "missing class" or be left blank. The subject is intended to give the reader a preview of the message, not leave them wondering what the message might be about.

Example

Date: September 22, 2020
To: Quincy S. Jones (quincy.jones@stthomas.edu)
From: Taylor Q. Tommie (tomm1885@stthomas.edu)
Subject: SOCI 100 Class Absence on 9/22/20

Salutation

Use a Formal Address:

When sending an email to a professor, staff member, supervisor, or someone you do not know, never address the person by their first name, and never use informal greetings such as "Hey."

  • Use a greeting such as "Dear ___:" or "Greetings ____:" and formal titles such as "Dr." if you know they have a Ph.D. or other doctoral-level degree.
  • If you're not sure if they're a Dr. but they're your professor, address them as "Professor."
  • If they do not have such a title, use Mr. or Ms. if you are certain of the person's gender.
  • If you are not certain of the person's gender or wish to be inclusive, simply address them by their first and last name: "Dear Quincy Jones:"

Example

Dear Dr. Jones,

The Body of the E-Mail

Reason

Start the message with the reason you're e-mailing, and then move on to giving them more relevant
information, as needed.

Details

Give as many details as possible about the purpose of your e-mail. If you're going to be missing
class, tell them what class and what steps you have taken to ensure you won't fall behind (as in the
example above). Do not just say "Hey, I wont be in class on Thursday. what will i miss?"

Ask

If you have a question for them or need something clarified, ask for that help clearly and succinctly.
Do not be afraid to do so!

Example

I am writing today to let you know that I will need to miss the Intro to Sociology
class on Thursday, September 24, 2020.

I have already submitted my assignments and discussion posts for that date to
Canvas. I am making arrangements with a classmate to get help with notes for
that day's materials.

Please let me know if there is anything else I need to do to ensure I am caught
up for that class period.

Sign-Off

Sign your message with a formal sign-off such as "Thank-you," "Take Care," or "Best,"

Example

Thank you,

A Strong Signature

Your email signature can include a lot of things, but at the minimum, it's helpful for you to sign off with:

Your Full Name, Your Major(s), and your E-Mail Address

Additional Information

You can also include things like job or student leadership titles, or a link to your LinkedIn profile to name a couple

Example

Taylor Q. Tommie
Senior, Criminal Justice Major
tomm1885@stthomas.edu

Put It All Together

Date: September 22, 2020

To: Quincy S. Jones (quincy.jones@stthomas.edu)
From: Taylor Q. Tommie (tomm1885@stthomas.edu)

Subject: SOCI 100 Class Absence on 9/22/20


Dear Dr. Jones,

I am writing today to let you know that I will need to miss the Intro to Sociology
class on Thursday, September 24, 2020.

I have already submitted my assignments and discussion posts for that date to
Canvas. I am making arrangements with a classmate to get help with notes for
that day's materials.

Please let me know if there is anything else I need to do to ensure I am caught
up for that class period.

Thank you,

Taylor Q. Tommie
Senior, Criminal Justice Major
tomm1885@stthomas.edu

Next Steps

Who is your target audience??

  • Check out the Related Links section below to find tips on how to write an email to a supervisor and recruiters.

If you still have questions, ask! You have:

  • The Career Development Center
  • Faculty advisors
  • Mentors
  • Family and more ready to help.

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