Before even sending the email… This you may have to do directly, stating it clearly. When you attach a file to an email it is best to stick to the smallest size possible. Dear Professor Smith, The use of the word “Enclosed” is inappropriate in electronic media. You may go about it by simply letting them know in the most formal way. When sending a professional email and you are going to include an attachment, it is best to address it in the body of the email. There are five (5) attached JPEG files. Thank you for meeting with me. Below, you’ll find a number of email samples for different situations. Subject: History 1B: Class attendance Dear Sir/Madam, REF: INDUSTRIAL ATTACHMENT I am a 3 rd year student pursuing mass media and communication at Dadan University and I wish to apply for an attachment. Digital Communication Tips for Professionals, This is why the subject of your email should clearly state the purpose, we use at Woculus to keep our contents professional, Five Customer Service Email Examples for Replying Angry Customers, How to Answer Emails Professionally (With Examples), Reply Email Samples for Different Situations (Several Examples), 9 Tips You Need to Write and Respond to Emails Professionally, How to Write Acknowledgement Email Replies (With Samples), Email Reply Etiquette: 13 Important Rules for Responding to Professional Emails, 7 Common Mistakes Companies Make With Their Social Media Strategy, Proofreading Your Emails: Your Ticket to Writing Better Emails, 5 Quick Steps to Request a Meeting via Email to be More Productive, How to Start Using Post-Purchase Emails (With Templates), What You Need to Know About B2B Email Marketing. WRITING THE EMAIL. Please let me know if you are able to meet next week. Never start the email off with “Hey” or address your professor by their first name (unless your professor has explicitly invited your class to be on a first-name basis). Click for free interactive exercises. By using our website, you agree to the use of cookies as described in our Privacy Policy. The title you have chosen to give your email may sometimes reflect that it is an email with an attachment and shows that the body of your message will be short. Points to Consider in Email 5 VIII. Do not try to be too familiar or casual. I look forward to your reply. Your recipients might not have this application and therefore may not be able to access those files. Use A Professional Subject Line Gmail has a limit of 25mb while Outlook has a limit of 10 MB, however, files can also be compressed to zip form before sending it to the recipient. Files can be lost or missed by your recipient while downloading. Therefore, if a professor denies your request, don’t hold it against them. What we write and how we go about communicating in emails with attachments is determined by who we are relating to. Example of emails sent to a professor before applying: Fwd: Prospective Graduate Student Dr. Kornbluth, I am a senior biology major at the University of Notre Dame. These may be files of different formats, sizes, and contents. My name is Lexie Brown, from History 1B, Section 1. Some additional tips for writing more effective emails. Include a proper email greeting. Zimmerman. Kindly let us know if there are details that require clarification. © 2007 - 2020 Readdle Inc. Attachments have been known to not be secure so sending your attachment to your professor in a regular .doc, .pdf or something similar is the best format. How to Write a Good Email to a Teacher Have you ever written an email to a teacher and received a late reply, or one that didn’t really answer the question you were asking? How to Email a Professor ... basically expecting the professor to take the time to write up an entire class just for you. Example #1: Please, find attached the report you asked for yesterday.. Most people believe that email attachment is just about sending files and documents to the recipient, but it does go beyond that, especially when you are writing a professional email. 8. 10. Learn how templates in Spark work. It is important that you clearly notify the recepient that your email contains one or more attachments. Best regards, There are many situations when you need to email your professor: Asking a question, inquiring about your grades, informing them about a missed class, etc. Don’t send email in haste. Writing Personal Statements/SOPS 2 How to Write Email to Professor 4 I. Email Impact 4 II. Many people make costly mistakes when writing emails with attachments. [ insert the title/topic of your assignment] due on [ date] If there are any problems with opening up this attachment, please let me know and I will resend it. Never attach a file without mentioning it in the body of your email because it might likely not get opened or skipped by the recipient. In less than a paragraph, your emails make an impression on the person reading them, which affects the timeliness and accuracy of their response. Pay attention to grammar, spelling, and punctuation. Here are different ways people write to mention email attachments. Another thing to note is to make sure you name the file your are sending. Using PDFs for your email attachments, particularly when you are sending a message to an email distribution list or a large group would make your email attachment accessible and easy to read for the recipient. The body of the message can be built to center around the file(s) you have sent. This is why the subject of your email should clearly state the purpose. One of the most common points of confusion among undergraduates and new graduate students is how to write an email to contact a professor to serve as a potential Ph.D. or […] Email attachment depends on whom the recipient is to you, when you are sending a casual attachment, like friends and family you don’t need to put too much emphasis on the type of files you’re attaching and emailing to your recipients. They may prefer it to be shared via Google Drive or Dropbox. It can also be helpful to include a summary of related coursework and school activities, along with your resume and cover letter. P.O BOX 3556-3767, Zimmerman. However, if the email is professional or academic for example your boss, business clients, or the head of a college, you need to think a bit more about how best to present the information you are about to send. It is a requirement that I spend three months in an industry that is related to my field of … The inclusion of unrelated topics, though significant, may shift the focus away from the importance of the email attachment. It may also be helpful to double check with your professor for the best way to send attachments. Double-check their name before sending an email and make sure your greeting is followed by a comma. Here is an example of a brief cover note for your email Dear Prof...... [ insert the surname] Please find attached my student cover sheet together with my assignment/essay on " ". P O Box5755-73623. It also gives you email superpowers like snoozes, email scheduling, and follow up reminders to help you work with email faster. "Hey, do u have time to talk tomorrow" is not an acceptable email to a professor. Notify me of follow-up comments by email. In a formal setting, when an email is attached, it could be unclear how to express this to the recipient of the email, especially in cases whereby the only important thing is the attached file and there seems to be no reason or purpose to have a body for the message. If the syllabus, or your peers, can’t answer your question, it’s fine to send an email with additional inquiries. The difference between the almost right word & the right word is really a large matter, it’s the difference between the lightning bug and... Professional salespeople will often say that "meetings make money" as meetings create an excellent opportunity to capture the hearts and pockets of potential customers... What happens after a customer makes a purchase? This is why when an email is sent and a file is attached to the message, the manner we communicate this differs and is determined by our relationship with the person at the other end or the purpose we seek to achieve. You can also find some useful information on how to make connections with your profe… Email attachments are files that are attached to email messages, thereby increasing the potential value or benefit of that message to the recipient. In order to post comments, please make sure JavaScript and Cookies are enabled, and reload the page. So, let’s find out the correct way to mention email attachments. “I will bring along the copies to class tomorrow.” Requesting a reply: be indirect and use the conditional. Your email to a professor is professional correspondence with a senior person in a position of authority over you. 5 phrases to help you refer to attachments professionally and flexibly in your business English emails. There are certain things to note when sending an attachment with your email. Email Goal 4 IV. Write an information-rich subject line: Online quiz problem in Lesson 4; Begin with a salutation followed by a comma: Dear Professor Walker, Click here for instructions on how to enable JavaScript in your browser. When sending an email with an attachment, for example, if you’re sending a resume or curriculum vitae to a potential employer, or proposals to business clients academic credentials like your transcript and certificates to schools and colleges for admission into an academic program, then you have to consider the type(format) of the file you are attaching. Need captions? In cases whereby the only important matter is the attached file, and the body of the message is not quite important, you should make the recipient aware of the files and write briefly what each file is about in the body of the message. Please find attached my assignment we are supposed to submit by Thursday. Do your recipients have the right software to view the file you attached. If you want to email a professor asking a question, check your syllabus first. Dear Professor Smith, Elvis Lewis. For instance, you can say, "I enjoyed your class on XYZ, which I attended in fall 2019." We will be glad to help. Make sure to stick to a formal tone and avoid emojis or informal abbreviations like FYI or ASAP. With that out of the way, let’s now go into writing the actual email. In that conversation, you mentioned two papers that I am eager to read, one on post-colonial algebras and another on dialectical topology. Send professional emails with Spark and use handy email templates to save time, How to Start a Professional Email: 7 Greetings to Use and 10 to Avoid. It could be considered rude to leave those crucial spaces empty. 9. Get Spark. If that’s something you were looking for, there’s no need to send an email and waste your professor’s time. Here are some subject line examples: Question about [Course name] assignment [Course name]: Asking for an appointment. It is ideal when using paper mail. A simple polite email will be just fine. Think about your message before you write it. Grad School Application Guidance Package and other help listed below the post. Thank you for your time and have a great day.Sincerely,Lexie Brown. In response to the inquiry you made concerning the list of machines and equipment available for inspection in December 2016, please find attached the list that gives the information you need. There is plenty of useful information there, and sometimes there also might be guides on how to communicate with the particular professor – what time you should choose for your communication, what their email address is, and if there are some particular questions that you might find answers to without approaching your professor. Please let me know if you are available to meet this week. Don’t write a big email to your professor, and also your writing should include everything smartly in ideally 3 paragraphs (4-10 lines). I am Lexie Brown, from History 1B, Section 1. This is the first step that any student should take before actually writing an email to their professor. Does it comply with a formal email format? Avoid attaching very heavy files to email. You have probably been sending files and documents via email for a while now, maybe to friends and families, colleagues, schools and colleges, business organizations, etc. You may send a separate email for this. Body of email If you wish, you may use the present continuous in an email, i.e. I have conducted undergraduate research on (topic) with (names) in (program or class) . Do not let the body of your message be too long when sending an attachment in a formal email. Is the tone of the email polite and respectful? Thank them for their time and sign off your email with “Sincerely” or “Best regards” followed by your name. Then think about your message’s audience and what they may need in order for your message to have the intended result. Example #2: Please, see the attached report for budget estimate.. Email Format 4 VII. In the examples above, there are two key components: Learning how to write an email that meets all of these criteria can take practice. Lexie Brown, Subject: History 1B: Inquiring about my grade Email etiquette is very important, and you should master it for better grades. Your bro$$77@example.com address isn’t suitable for academic correspondence. For example; “Please find attached to this email a copy of my Curriculum Vitae” or “Find attached to this mail a copy of the Sales Report for the year 2016″. For example PDF ( portable document format) is the most used of all forms of file format, it can be read by almost everyone who has a phone or computer as they are usually inbuilt. How about the size of the attachment? When sending a professional email you can consider uploading a link that contains the information you would like to attach to your email rather than attaching a file. Start your email to a professor with an appropriate and respectful salutation. If you frequently need to email your professor, you can add these templates to Spark and reuse them whenever needed. This free and powerful email client lets you use email templates, so you can save time with writing similar emails. Here are some tips to help you send an email to professor. You can also state the format you are sending so the recipient would know the type of file you have sent. There is no guarantee that your approach will be approved though. I am writing to inform you that I won’t be able to attend your class on Thursday, as I have a doctor’s appointment at 11 AM. Lexie Brown, Subject: History 1B: Appointment request Do not send them an email in … Keep it concise and clear, so the recipient can quickly comprehend what it’s about and what action is expected from them. Make Sure Your Message is Complete: Double-check to make sure the subject line of your email is filled in, you have included a signature, you are sending the message to the right contact person, and you have filled in the Bcc field to send a copy to yourself, so you have a record of the email message. A customer’s post-purchase experience is just as crucial to the success and sustainability of your business as... Emails remain one of the most professional and efficient communication methods to be ever invented, and that is why they have been turned to... You have entered an incorrect email address! This is Lexie Brown, from History 1B, Section 1. Kind regards, General rules for writing email to professors. Please keep in mind that these examples are for reference only, and you should always personalize and tweak them to your needs. In cases whereby this is unavoidable, it is crucial to mention in the body of your message the number of files you have attached. When sending an attachment via email, there are some rules and guidelines that need to be followed if you don’t want your email to get bounced or create an unnecessary nuisance in the inbox of the recipient which might cause them not to open or ignore your email. The subject line defines if a recipient opens your email, so make sure it’s clear, concise and to the point. Don't email to ask about your grades. This is the best course of action because such an email looks professional and shows a recipient that your message is about classes. Your email should also have a subject matter. There are five (5) attached JPEG files. Dear Professor Smith, Since it is a request, the email has to be polite, humble, and grateful. My name is Lexie Brown, from History 1B, Section 1. [last name]” only if you know that’s what they prefer.) Currently you have JavaScript disabled. Do you add the attachment at the right time? English teachers like that. you could say “I am sending you our presentation for tomorrow as an attachment.” If you are referring to the future, then use this tense in English, e.g. Apple, the Apple logo, MacBook, iPad, iPhone, Apple Watch, are trademarks of Apple Inc., registered in the U.S. and other countries. However, are you doing the right thing? When they click this link it would redirect them to the webpage where they can access the information you need them to get. If you don't know the professor or advisor well, make your connection clear in the email. I was wondering if we could set up an appointment to discuss my grade on [Assignment name]. Do not annoy the professor with continuous email, sometimes they are busy with some work. Ideally, your email address should be a … Chances are pretty solid you’ll find the answer. December 3, 2013. The first thing to consider when sending an email attachment to your business client, your school, company, or organization you wish to work for is the file format. As we round up, here are a few other things you should bear in mind: By the way, if you would like to get rid of poor grammar, punctuation, spelling mistakes, and lousy sentences in your emails, reports, and other written content, try this automated proofreader that we use at Woculus to keep our contents professional. Click here for instructions on how to enable JavaScript in your browser. I look forward to your reply. Some even advised you to stay away from sending an attachment. Professors are usually etiquette professionals. After glancing at a few of your recent That’s why they always advise using a web link if possible and in the case where you don’t have a choice make it very small. A vast number of emails sent to professors by students are seeking information that has already been communicated by the professor. If you are responding to such an email, do not “reply all” unless you want everyone on the list to see your message. Thank you for your time. Save my name, email, and website in this browser for the next time I comment. Best regards, I will also do my best to look through the materials you provided for this class and ask my classmates to share their notes. A good subject line tells a professor what your email is about and how they should act on it.