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How To Write Effective First Emails

The information below was written by the Brandeis Science Communication Lab.

What is the Goal of This Email?

When looking for undergraduate research opportunities, many people find themselves unsure of how to draft a personalized email to a professor. This is your opportunity to make a good first impression with your potential boss. While a good email alone will not be enough to guarantee a successful job search, there are specific steps you can take to improve your chances.

Checklist

Use your school email

Include an informative subject line

Start with a polite greeting and introduce yourself

State your credentials (year, area of study)

Describe your purpose and interest in the opportunity (unique to the lab in question)

State your funding sources (e.G., fellowships, work study) *not everyone will have this

Describe what you can contribute to the lab

Thank them for their time/consideration

Include an email signature

Attach your CV (PDF)

Content Pro-tips

Use standard punctuation, fonts, and colors.

Make your email concise and pertinent. PIs receive many emails every day. Get to the point quickly and clearly.

Identify a meaningful purpose for you to engage in research that is more than just something that "will be great for me" or "my career" or "I need this (or think I do) for medical/dental school."

Be open to any research opportunity. You may start off working menial tasks, as part of a larger group, and/or under close supervision. Be patient as this is all part of the learning process.

If you cite a paper as part of your "lab interest" make sure you can discuss it with the professor.

Describe your level of commitment (how many hours/week you are available to work in the lab, if you are able to stay over summers, and if you are interested in potentially doing an honors thesis). 

Before You Click "Send"

Read through your email out loud one more time.

Did you spell the professor's name correctly?

Are there any typos?

Does this sound like you?

Did you attach your CV?

After You Click "Send"

Be patient. Most PIs receive dozens of requests every semester. If they don't immediately answer within the week, follow-up with a reminder email (see below).

Be resilient. While everyone fails, a smaller number keep getting up and trying again. If a professor doesn't email you back, make a CommLab appointment to help figure out why.

No Response Email Template

SUBJECT: Student Research Position Request Dear Prof. [Name],

My name is [Name] and I recently emailed you regarding a potential position as an undergraduate researcher in your lab. As I mentioned in my previous email, I am a [year and major] interested in [why you want to join this specific lab.]

I would appreciate the opportunity to meet with you to discuss the research positions available in your lab. Attached is a copy of my CV, but please let me know if there are any additional materials I can provide to facilitate this process. Thank you for your time and consideration; I look forward for your reply.

Best,

My Name 

Brandeis University, class of 'XX 818-555-1234

my.School.Email@Brandeis.Edu

5 Ways To Write Effective Emails Like A Leader

When you progress into a management or leadership role, it's essential to write emails that are ... [+] brief, professional, and non-ambiguous

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Successful leaders seem to always say the right things at the right time. They appear to be expert communicators, relaying directives and important information with a sense of energy, authority, clarity, brevity, and motivation that inspires the recipients of their instructions to action. Are you taking up your first leadership or management post this year and wondering what's the secret to communicating in a way that is reflective of your new workplace identity?

One of the most important channels of communication in a leader's toolkit is that of email. According to a 2023 Preply report, in which 1,030 full-time U.S. Based employees were surveyed to explore communication preferences in the workplace, email ranks highly as the most preferred mode of workplace communication despite its obnoxious reputation for raising anxiety levels, misunderstandings, and fractured relationships at work. Since email is such a workplace necessity, if it's your goal to be an effective leader who facilitates a healthy, engaged, and productive work environment, it's imperative to compose emails in a way that is professional and authoritative while being balanced carefully with an understanding and collaborative tone.

MORE FROM FORBESTo Email Or Not? 90% Of Workplace Misunderstandings Start Via EmailBy Rachel Wells

Check out these five tips for best practice in crafting a stellar email that will position you as an effective leader:

1. Be Clear And Concise

No one has time for endless rambling. Does your email really need to be several paragraphs long? Can it be broken up into shorter paragraphs or single-liners to make it easier to navigate and scan through? Could it be reduced to avoid redundancies in your writing and for ease of reading for the recipient? Would some of the information contained in the email be better displayed as a spreadsheet, table, graph, or chart in an attachment? Even better, would it be best to keep it super short and sweet?

A Campaign Monitor study from 2019 noted that professionals receive, on average, 121 emails a day, so one can only imagine that this figure has remained the same, if not increased, since workers have moved to remote and hybrid working during and after the pandemic. Therefore it's important to recognize that your email is consuming valuable work time. So get straight to the point, and make your emails snackable instead of loading recipients with a full-size, three- or four-course meal.

Also, to avoid unnecessary stress or apprehension, stick with a subject line that summarizes the main idea of the body of the email, and encourages quick action. You can also input the body of your email into ChatGPT and ask it to generate a few subject line ideas.

2. Keep A Professional Tone

While you may be accustomed to using slightly more casual language, writing one-liners with no caps, or not signing off with your work signature in previous roles, this is an entirely new level of expectations and you will be subject to scrutiny from your stakeholders at every level, so you'll need to ensure that your emails convey professionalism and are grammatically correct at all times. Try to avoid slang, overly casual language or tone of voice, and jargon that might be unclear to recipients without first explaining the jargon.

MORE FROM FORBES8 Ways Aspiring Leaders Can Establish Executive Presence At WorkBy Rachel Wells

Your email tone and style is an extension of your personal brand

getty 3. Give Emails A Logical Structure

Organize the body of your email in a logical way to make it easier for the recipients to understand and remember key points. For longer emails—and only when longer emails are absolutely necessary—make use of bullet points, for example when listing action items. Highlight specific portions of text in bold, use high-contrast colors to make your text more accessible for those who are visually impaired, and ensure any instructions with associated information are given in a sequential order.

Finally, read your email over before hitting send, and ask yourself, Does this make sense? Would I be able to understand this if I was the recipient and had no background information?

4. Avoid Ambiguity

Ensure you clearly communicate your intentions, expectations, and outcomes. Steer clear from ambiguous language, and be specific in stating what you want with precise deadlines, attaching resources or links if necessary to further support or explain the content of your email. This will reduce the likelihood of missed deadlines, or misunderstandings as to who is responsible for what.

5. Stop Trying To Be Liked

Sometimes we get into the habit of apologizing for everything. For example we say, "Sorry I'm unable to make that time," or "Sorry I couldn't understand your last email." or "Sorry it took me so long," and focus on positive language instead. For example, "I'm unable to make that time due to a scheduling conflict; can we try this alternative time instead?"

MORE FROM FORBESUse These 3 Powerful Phrases To Sound Like A Confident LeaderBy Rachel Wells

Also avoid the over-use of emojis, or using softer language such as "I think," or prefacing your requests or achievements with "just," and ensure your words carry conviction and certainty.

Use confident, positive language in your written communication

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Remember your emails are an essential part of your personal branding as a leader. So from today, get into the practice of crafting emails that articulate definite solutions, provide clear guidance, inspire positivity, motivation, and creativity, and convey your vision.

It's not just what you say that's important. It's how you say it.

How To Write A Business Email To A Customer For An Incorrect Order

Writing professionally since 2004, Charmayne Smith focuses on corporate materials such as training manuals, business plans, grant applications and technical manuals. Smith's articles have appeared in the "Houston Chronicle" and on various websites, drawing on her extensive experience in corporate management and property/casualty insurance.

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