Page 1 sur 8 Scientific English Course Academic Year: 2019-2020, 2nd Sem Master 1st Level Collected by: Dr f.Abi-Ayad
Writing a professional email
A. What is a professional email?
Professional emails have a purpose (e.g. to inform, to invite, to apply, to request an action) and should be written in formal language that is concise and clear. You do not want to waste the recipient's time so you should mention the reason for your email as soon as possible and keep your email as brief as possible. Professional emails tend to have a set format which may include contact information for both the sender and recipient, a concise and informative subject line, formal greeting and farewell phrases, and a professional tone and language.
So, Your email should:
have an informative subject line
be concise
be formal: Dear Dr. Smith; Sincerely, Your Name
NOT have slang, abbreviations, or emoticons
if applying for an opening:
o address any qualifications the professor is looking for o demonstrate your experience
if asking for a research opportunity:
Page 2 sur 8 o state specifically your interest in that research group (you need to read the
professor's website)
o explain why research is important for your goals
o ask to schedule a meeting or say that you will be coming to office hours
B. How to write a professional email?
When looking for research opportunities, it is often necessary to directly contact lab directors to inquire about potential openings. Because a contact e-mail stands alone, it is important to write it carefully. You will want to highlight the attributes that will make you a good addition to the recipient’s lab – you are selling yourself as a good fit. However, you do not want to create a detailed, multi-page biography that will go unread (when in doubt, keep it short and sweet).
Where to start?
1. The subject ( the email object): Choosing a good e-mail subject is an important first step –you certainly don’t want the recipient to ignore your message completely. Be short, but be clear what you are writing about. Something like “Undergraduate research
opportunities in your lab” or “Openings for undergraduates in your lab” should work. Do not simply use “Hi” or “Research” as a subject.
2. The salutation (greeting): Always address the recipient directly, using a proper title.
When contacting lab directors or postdoctoral fellows, “Dear Dr. _____,” is appropriate.
You may converse on an informal basis later, but for now, go with a formal greeting. If you are contacting someone without a doctorate or M.D., “Dear Mr. ____,” or “Dear Ms.
____,” is called for, depending on the recipient’s gender. If you are unsure, always err on the side of using “Dr.” (it never hurts to mistakenly enhance someone’s title!). Never open an e-mail with “To whom it may concern” or any similarly vague phrase. This e- mail should be sent to ONLY one recipient; do not carbon copy every professor in the department.
Page 3 sur 8 3. The opening line : Identifying yourself in the first line of an e-mail is good practice.
some basic information about you (your year in school and your major or anticipated major) are a great way to start things off.
4. The text : After you have identified yourself, the next step is to explain why you are writing. Your e-mail will carry the most weight if it addresses this explanation at two levels: 1) why you are looking for a research position in general and 2) why you are contacting this lab director in particular.
1)In most cases, independent research experience will make you more competitive for graduate school or medical school. Gaining such experience is the primary reason that most undergraduates want to perform research. If this is the case, it does not hurt to include a sentence mentioning your career plans. However, do not simply mention that you are a pre-med using research as a way to boost your CV –that will turn off many recipients. Think more about what is motivating you to do research. Are there aspects of science or medicine that fascinate you? Do you want to be able to contribute to the understanding of some cellular process or disease? If there are broader motivations that drive you, include a sentence in your e-mail explaining them. This will add a personal touch to the story and may resonate with the recipient. Take care not to sound too ambitious, though–it is unlikely that you will cure a disease during your time in the lab.
Also, keep your statement brief; it will make your e-mail a little more personal, but it should not take up too much of the recipient’s time to sort through.
2)Now that you have described your desire to perform research, you should explain why you are e-mailing this lab director in particular. First, it helps to mention how you know the recipient or where you got their contact information. If you took a class with the professor, or have spoken with someone working in their lab, say so. If you are contacting them based on their profile on the department website, it is fine to say something like “I came across a description of your lab’s research on the department’s website.” Now, most importantly, explain why you are interested in the recipient’s lab in particular. Saying that you have always been fascinated by the cell cycle is good start, but don’t stop there! Pick a recent paper from the lab and read it. Be able to mention something more detailed than the general area of research. You should not feel like you have to be an expert, but it certainly helps to mention a recent finding from the lab that interests you. If you can come
Page 4 sur 8 up with one, ask a question about their research (e.g., “Is the protein you study also
regulated in a cell cycle-dependent manner?”).Be sure to describe any experience or completed courses that would make you well suited to do research in the recipient’s lab(here is your chance to sell yourself as a great addition for the lab).
5. Grades: While grades are certainly not the only factor that a lab director will consider, you may wish to include your GPA (your academic notes/score) if you feel that it merits mentioning. However, refrain from making it the focal point of a sentence; instead, you can bring it up in the context of wanting some experience outside of class (e.g., “I am enjoying my classes so far and doing well (my GPA is 3.7), but I feel that I will learn a lot more by exploring science beyond the classroom”).
6. Concluding sentences: Now you are ready to wrap up with a brief concluding
statement. Thank the recipient for their time and express willingness (the quality or state of being prepared to do something; readiness) to meet with them to discuss things further. It is also helpful to attach your CV to the e-mail to provide more information about your qualifications. If you have attached a CV, mention the attachment in the e-mail. If you do not feel that your academic qualifications are as great as you’d hoped (for example, your GPA is on the lower end), you can put off attaching the CV for now and just state that you would be happy to send a CV or any other material if needed. Down the road, as you exchange e-mails, you will have the chance to put your academics into context. If you are in this situation, don’t fret (a state of anxiety).! If you can demonstrate your good attributes and a desire to put in a solid effort, that will go a long way.
7. The closing: A warm but simple closing (“Sincerely,” or “Best regards,”) is fine. It may help to include your e-mail or phone number under your name if you have invited the recipient to contact you.
8.
Here are a few final suggestions to keep in mind:
A. First, remember to keep the e-mail reasonably short. Two small paragraphs should cover everything you need say.
B. Also, remember to proofread carefully (you could have someone else look over the e-mail before you send it).
Page 5 sur 8 C. Repeated spelling and grammar errors will reflect negatively on you, as they can
make it seem that you did not put much care and effort into your e-mail, even if you did.
D. Do not use slang or abbreviations common in texting.
E. Think of the e-mail as something you would turn in for a grade.
F. Lastly, be yourself! While it is best to be formal, the e-mail does not have to be cold and bland; let some of your personality show through!
C. examples of writing emails:
DO NOT SEND THIS EMAIL, never!
Hi Joe,
My name is (Name) and I am a major in (Major). Is there space in your lab for an undergraduate? If so, what is the pay rate?
Thanks, (Name)
DO SEND AN EMAIL LIKE THESE:
1st email: (Generalized from an email to a University CSC professor)
Subject: Meeting to discuss undergraduate research opportunities in topic
Dear Dr. Professor,
I am a (mention the year) student at (mention your university) majoring in (mention your major (field, speciality)). (mention How you found out about the professor's research. Put
Expression of interest in specific paper or topic (about the professor you are emailing). I would appreciate the chance to talk with you about your research in (mention the topic of
Page 6 sur 8 interest) and about possible undergraduate (or postgraduate, depending on your purpose)
opportunities in your lab.
My experience in (mention your research experience or class), confirmed my intention to develop my research skills and (mention your goal). I know you are very busy. We could schedule an appointment or I can drop by your office hours on ( mention day and time).
I have attached my resume. Please let me know if there is any other information I can provide. I look forward to talking to you soon.
Best,
(put your Name)
________________________________
2nd email: (Generalized from an email to a UCSC professor)
Subject: Possible undergraduate research opportunities
Dear Dr. Professor,
I am a (year, major) at (university) and I am writing to ask about opportunities for undergraduate research in your lab beginning (time period). I have conducted undergraduate research on (topic) with (names) in (program or class). (Expression of interest in the topic). I would like to continue a path of research on (topic) and would ultimately allow me to (career goal). I am especially interested in your previous work on (describe a paper or talk).
I have attached my CV, but if there is additional information that I have not included that you would like, I would be happy to provide it to you. Thank you for your consideration.
Sincerely,
Ambitious Student Email address
Page 7 sur 8 ________________________
3rd email: From University of Virginia, How to Successfully E-mail Professors
Dear Dr. Smith,
My name is David Wu and I'm a second year biology major at UVa. In my introductory and upper-level coursework, I've developed a passion for science and am extremely interested in pursuing independent research as an undergraduate. An extensive research experience will greatly help me consolidate my future career choice.
I am personally greatly interested in the molecular biology of stem cells. Recently I read your 2011 paper on the role of microRNAs in the differentiation of muscle stem cells and became fascinated by your work. In particular, I found it amazing that microRNAs can alter the fate of a cell in such a profound way. If possible, I would love to start working on a long-term project in your lab beginning this summer.
Would you be available to meet sometime this week to discuss your research? I would also be happy to volunteer in your lab for a few weeks before we commit to anything to see if this is a good match. My transcript (a written copy of the exact words that someone said) and resume are attached in case you are interested. I look forward to hearing from you!
Thank you,
David Wu
Page 8 sur 8 4th email Template from UC Irvine Undergraduate Research Opportunities Program
Dear Professor X:
My name is Peter Anteater, and I am very interested in becoming involved in research in Subject Area. I am a X year student with a GPA of X. I have taken Courses and Additional Experiences.
My goal is to Goal.
I have reviewed your faculty profile and am interested in the work that you have done. I was intrigued by your journal article, "Article Title." It Additional Information about Topic. I would like to get involved in research in this area because it will help me to better prepare for Goals.
Would it be possible to meet with you to further discuss Topic and my possible involvement in research? I am available Days and Times. I look forward to hearing from you.
Sincerely, Peter Anteater Student ID Address Phone Email
References:
1-professional emails, “Massay university, new Zealand”
2-how to email a research professor, “santa cruz university, California”
3-e-mails, “lund university”
4-writing a formal email, “Menlo college”
