professional emails

Key Components

Clear Subject Line: Keep it concise and informative (e.g., "Internship Inquiry – [Your Name]").
Proper Greeting: Address the recipient formally (e.g., "Dear Hiring Manager").
Professional Tone & Structure: Use clear, polite language and organize your email logically.
Concise Message: Get to the point quickly while providing necessary details.
Strong Closing: End with a call to action and a professional sign-off (e.g., "Best regards, [Your Name]").

Formatting

For emails, use single spacing within paragraphs and add a blank line between paragraphs to enhance readability, similar to how spacing is used in other forms of written communication.

Within Paragraphs: Use single spacing (or 1.15 spacing) for the body text of your email.
Between Paragraphs: Leave a blank line (or double space) between each paragraph to improve readability and visual clarity.
No Indentation: Emails are typically formatted in a block format, meaning paragraphs are not indented.
Left Justification: The text should be left-justified, meaning the left margin is aligned, creating a clean and organized look.
Spacing in Headings: Use headings to separate ideas and create visual order, and you can use bulleted lists within headings.
Spacing in Quoted Text: It's okay to indent quoted text in an email.

Email Signature Examples

Current Student:

Best regards,

Jane Doe

Animal Studies Major | Aspiring Animal Trainer

Eckerd College | Class of 2025

Phone: (123) 456-7890

jane.doe@eckerd.edu | LinkedIn: linkedin.com/in/janedoe

Recent Graduate:

Sincerely,

John Smith

Computer Science Graduate | Entry-Level Software Developer

Eckerd College | Class of 2024

Phone: (987) 654-3210

john.smith@eckerd.edu | GitHub: github.com/johnsmith

Need Assistance?

Meet with a Career Advisor for assistance with with any step of the networking process!

Email Signature

Full Name
Use your preferred professional name.
Example: Jane Doe
Current Position or Career Goal
This could be your role (e.g., Intern, Research Assistant) or your career objective.
Example: Marketing Intern | Aspiring Digital Marketer
University and Major
Adding your university shows your academic background.
Example: Eckerd College | Human Development Major
Phone Number (optional)
Example: Phone: (123) 456-7890
University Email Address
Always use your university-provided email for official correspondence.
Example: jane.doe@eckerd.edu
LinkedIn Profile (recommended)
LinkedIn is key for professional networking.
Example: LinkedIn: linkedin.com/in/janedoe
Personal Website or Portfolio (if applicable)
Useful for showcasing your work, especially for creatives or technical fields.
Example: Portfolio: janedoeportfolio.com
Optional: Graduation Year
Especially useful for upcoming or recent graduates.
Example: Class of 2025

How to Create a Signature in Gmail

Open Gmail.
At the top right, click "Settings" and "See all settings."
In the "Signature" section, add your signature text in the box. If you want, you can format your message by adding an image or changing the text style.

Tip: Your image also counts

toward the character limit. If you

get an error, try to resize the

image.

At the bottom of the page, click "Save Changes."

For more information on creating an email signature check out the link here.

Cold Emailing Employers About Internship Opportunities

How to Find the Right Contact:

Use LinkedIn or company websites to locate hiring managers or department heads.
Check Eckerd’s alumni network on LinkedIn for potential connections.
If a name is unavailable, use a general greeting like "Dear Hiring Manager."

Best Practices:

✔ Research the company and personalize your email.
✔ Highlight relevant skills and experiences.
✔ Keep your email brief (150-200 words).
✔ Follow up in 7-10 days if you don’t receive a response.

Initial Email Example:

Subject: Inquiry About Internship Opportunities

Dear [Hiring Manager],

I hope you are doing well.

My name is [Your Name], and I am a student at Eckerd College, studying [Your Major/Field of Interest]. I am reaching out to express my interest in potential internship opportunities with [Company Name]. I am eager to apply my skills and gain hands-on experience in [specific area or industry].

I have attached my resume for your review and would appreciate the opportunity to discuss any available opportunities. Please let me know if there is a convenient time to connect. Thank you for your time and consideration.

Best regards,
[Your Name]
[Your Contact Information]
[Your LinkedIn Profile (if applicable)]

Follow-Up Email Example:

Subject: Follow-Up on Internship Inquiry – [Your Name]

Dear [Hiring Manager’s Name],

I hope you are doing well. I wanted to follow up on my previous email regarding internship opportunities at [Company Name]. I remain very interested in contributing my skills in [specific areas] and would love the chance to discuss how I can be an asset to your team.

Please let me know if you are available for a brief conversation. Looking forward to your response!

Best regards,

[Your Name]

Additional Resources

Purdue Online Writing Lab (OWL) – Email Etiquette

A comprehensive guide to email etiquette, covering tone, structure, and professionalism.

Indeed – How to Write a Job Application Email

Guidelines specifically for job seekers, including subject lines, tone, and follow-up emails.

Indeed – Follow-Up Email After an Interview

The best ways to write follow-up emails after an interview along with a template and four specific sample emails for you to follow.

Indeed – How To Respond to a Job Rejection Email

The important steps for crafting a job rejection email response and an example of how to write a professional email that can build and maintain connections with employers.