Tips about Communicating through Email

There are a few important points to remember when communicating through email:

  • Include a clear subject line that helps to clarify your email.
  • Include an appropriate greeting (Hello, or something similar).
  • Avoid using text abbreviations (like u instead of you, for example).
  • Write clear, short paragraphs and be direct and to the point.
  • Try to collect your questions first before emailing.  It can be difficult to track a conversation if there are multiple emails.
  • Be friendly and cordial.
  • Try to respond within a reasonable time frame. 

 

What sorts of information shouldn't be sent via email?

ID numbers, passwords, and other account information. If you get suspicious emails asking for this sort of information please report Links to an external site. them.

 

Remember!  Check your IU email account. The official route of communication from the PBS advising office is through your IU email. If you are using a non-IU email to contact advisors we might ask you to email directly using your IU email account to verify your identity.

How to Correspond with Your IU Instructors  

Your relationships with college professors can feel different than your relationships with your past high school teachers. You might find that your college professors vary in their preferences and expectations. Your goal is to approach a professor in a way that will get your needs met.

Getting your needs met starts with a proper professional greeting. The safest course of action is to address your instructors with “Professor.” If you know your instructor has a Ph.D. (easily found on the department websites), then you can address them as “Dr.” Another way to determine how your instructor would like to be addressed is to scan the syllabus for this information; some instructors state explicitly how they would like to be addressed. Do NOT use “Mr.”, “Mrs.”, “Ms.” or “Miss.” Importantly, wait until a professor gives you permission to address them by their first name before you do; otherwise, "Professor" [last name] is your safest bet.

Below is a helpful template if you'd like to email a professor for any course. This template is based on a common protocol numerous professors throughout the university use, which is that students are expected to look for an answer to their question in at least 3 different locations before messaging. This sample template is formatted for asking a professor for further clarification of a particularly difficult class topic. Feel free to modify the template as needed.

Note that this section, the middle paragraph, is about the question/concern that you have. It also contains the three different sources you've already checked. And these sources are followed by a reiteration of your question and an explanation of why what you've found so far is insufficient. This paragraph highlights that you've taken the initiative to find a solution but that you need additional help to do so.

Note that this brief section, the final paragraph, has an explicit question for the instructor. Often, this will be asking for a meeting (if you can't make it to office hours) or asking for additional resources to better understand the material. By previously explaining the resources you've already checked, your professor won't accidentally give you unhelpful advice to seek out those same resources.

Dear Professor [LAST NAME],

Good morning. I am [YOUR NAME], and I am a student in the [COURSE SECTION] section of your [COURSE NUMBER and COURSE NAME] class. 

 I am struggling with understanding how neurons communicate with each other. I watched the lesson covering neural communication, I asked for clarification on Q&A Community, and I watched the related Crash Course in Psychology video. However, I'm still struggling, and I'd like to make sure I understand this concept before the quiz. 

Unfortunately, I have a conflict with your office hours on Thursday. Can we please set up a meeting time to review neural communication?

Thank you in advance for your help.

Best wishes,

[YOUR SIGNATURE]

 

How to Correspond with Your IU Teaching Assistants  

As a general rule of thumb, you should treat graduate students and your undergraduate teaching assistants with the same level of respect you give to your professors. The template above can also be used to email your graduate or undergraduate teaching assistants.

 

How to Correspond with IU Staff  

Similar to the teaching assistants, as a general display of courtesy (and just a good rule of thumb), you should treat staff with the same level of respect you give to your professors. Often if you are reaching out to an IU staff member, it is because you need help with some type of academic administrative task, such as reaching out to an academic advisor to get clarification on a graduation requirement or emailing someone in the registrar’s office to ask about a hold on your record. Below is a template you can use to reach out to a variety of IU staff members.

Note that this section, the middle paragraph, is about the question/concern that you have. It also contains the sources you've already checked. And these sources are followed by a reiteration of your question and an explanation of why what you've found so far is insufficient. This paragraph highlights that you've taken the initiative to find a solution but that you need additional help to do so.

Note that this brief section, the final paragraph, has an explicit question for the staff member, such as asking for more information, clarification on a topic, or setting up a meeting.

Dear Mr./Ms. [LAST NAME],

I hope this message finds you well. My name is [YOUR NAME], and I am a [YOUR MAJOR] student, currently a [YOUR YEAR in SCHOOL]. 

I am considering changing my minor from Marketing to Spanish, but I am worried about the number of additional credits I will need to take. I have reviewed my transcript and iGPS to determine if I could still graduate on time, but I am struggling with interpreting all the information. It appears that I will still be able to graduate on time, but I’d like to make sure of this before filing the appropriate paperwork.

Is this something we could determine over email or would it be better to schedule a meeting to discuss this matter further?

Thank you in advance for your help.

Best wishes,

[YOUR SIGNATURE]

 

How to Ask for an Informational Interview  

Use this template if you'd like to ask a professional for an informational interview. (For tips on how to find a professional to interview and what to ask, check our resource page: Informational Interview: How-To.) This sample template is formatted for asking an IU alum, found through the Walter Center Success Network, for an informational interview. Feel free to modify the template as needed.

Note that this section, the middle paragraph, highlights how you found their information and why you are contacting them. It also shows the legwork you've already done prior to reaching out to prove your interest. The more details you can include about what you already know about them the better.

Note that this section, the final paragraph, asks for what you need from the professional. Note that it provides some specifics, such as the amount of time needed, but also gives them flexibility, such as what day to have the meeting. The focus is on how much you’d appreciate being able to learn from them.

Dear Mr./Ms. [LAST NAME],

I hope this message finds you well. My name is [YOUR NAME], and I am a student at Indiana University majoring in [YOUR MAJOR]. 

I am emailing because I found your profile on the Walter Center Success Network as I was searching for IU Alumni who have careers in [RELEVANT FIELD HERE]. I read that you’re currently [THEIR CURRENT ROLE]. I am very interested in pursuing a similar career in this field, and I would love to know more about how to get to your current position as well as what it’s like to work in this field.

Would you have time at some point in the next couple of weeks to schedule a 15-to-30-minute informational interview? I would greatly appreciate the opportunity to get to chat with you about your career to learn more about the field and how I can best prepare to become a competitive applicant for a similar career.

Looking forward to hearing back from you,

[YOUR SIGNATURE]

 

How to Seek a Position  

Use this template if you'd like to apply for a position. This sample template is formatted for asking to join a professor's research lab. Feel free to modify the template as needed for other types of positions and professionals.

Note that this section, the middle paragraph, is about the legwork you've already done prior to outreaching, to prove your interest. This demonstrates right away that you're more likely to put in the work if they give you the position. Even if you're seeking a different kind of position, you can modify this paragraph slightly, to show you've done the legwork ahead of time and make a meaningful connection to the professional's values and interests.

Note that this section, the final paragraph, asks for what you need from the professional. Notice that this paragraph comes after you've shown you're resourceful and not helpless. As in all things, professionals want to know you can meet them halfway -- make it easy for them to help you. If it's not easy, a busy professional who's stretched to their limits may not be able to help, even if they want to.

Dear Dr. [LAST NAME],

I hope this message finds you well. My name is [YOUR NAME] and I am a student in the [COURSE SECTION] section of your [COURSE NUMBER and COURSE NAME] class. I am interested in working toward [YOUR FUTURE GOALS RELEVANT TO THIS EMAIL].

I find that my interests are compatible with your [THE PROFESSIONAL'S INTERESTS THAT OVERLAP WITH YOURS]. Your work on [PROFESSIONAL'S PUBLICATIONS THAT YOU'VE READ AS PROOF YOU'RE INTERESTED] interests me because [WHY YOU'RE INTERESTED]. I would be grateful for the opportunity to contribute to [PROFESSIONAL'S PROJECT].

Please let me know if you will be considering [POSITION] applications for [SEMESTER, YEAR]. I have attached my resume in case you would like to review my experience and qualifications.

Thank you for your time.

[YOUR SIGNATURE]

 

How to Seek a Professional Reference  

Use this template if you're asking a faculty member or other professional to serve as a reference for a job.

Note that this section, the middle paragraph, is about strengths that you've demonstrated to the professional reference. If the strengths are broad (e.g., dependability, initiative), you need to back these up with specific examples of how you showed those strengths. You can describe these specific details about your accomplishments (e.g., help you provided peers in class, questions you asked during office hours) as a list or maybe even attach a resume. Again, this makes it easy for the professional to help you.

Note that this section, the final paragraph, asks for what you need from the professional. Be specific about a strong positive reference, instead of any old reference. If you're not specific, you don't know what kind of reference the professional will give. Generally, vague references are not helpful but not harmful. However, references who express reservations about key skills might hurt your chances of getting the job. You want to know if this professional does not feel able or willing to provide a strong positive reference, so you can ask someone else. Thank them anyway! Even if it does not feel like it at the time, they are doing you a huge favor by being honest, rather than placating you.

Dear Dr. [LAST NAME],

I hope this message finds you well. My name is [YOUR NAME] and I was a [POSITION IN RELATION TO THE PROFESSIONAL]. I am interested in working toward [YOUR FUTURE GOALS RELEVANT TO THIS EMAIL].

When I was a [POSITION IN RELATION TO THE PROFESSIONAL], I enjoyed [KNOWLEDGE YOU LEARNED AND SKILLS YOU DEMONSTRATED THAT THE PROFESSIONAL OBSERVED]. In case-specific details would be helpful, I have attached a list of accomplishments during my professional time with you. I would be grateful if you would serve as a reference for a position as a [JOB YOU'RE APPLYING FOR-link to the job application if possible].

Please let me know if you would be able and willing to provide a strong positive reference for my application. In addition to my list of specific accomplishments, I have also attached my resume in case you would like to review my experience and qualifications.  If you are willing to serve as a professional reference, I will give the interviewer your contact information [CONFIRM PROFESSIONAL'S FULL NAME, EMAIL, & PROFESSIONAL PHONE NUMBER]. You can expect [HOW THE PROFESSIONAL WILL BE CONTACTED] in approximately [TIME FRAME], if they decide to outreach you.

Thank you for your time,

[YOUR SIGNATURE]

 

How to Seek a Letter Recommendation   

Typically students seek out letters of recommendation for graduate program applications. Seeking a letter of recommendation is similar to asking for a professional reference, but it does involve a bit more work. This is for two reasons: 1) Recommendation letter writers often have deeper professional relationships with you, as compared to job references, and 2) Writing a letter of recommendation takes much more time and effort than serving as a professional reference. Below are some general tips for asking for letters of recommendation.

Who to ask?

    • If applying to an academic-based program, focus on your professors or research advisors.
    • If applying to a more applied program, also include internship supervisors, etc.
    • Only ask those who know you well.
    • Be aware: Who writes the letter says something about you.

Help your letter writers write good letters

For those who say yes, make sure to:

    • ask what materials your letter writers would like. Then be prepared to provide those materials: transcript, resume, personal statement, which class and when, etc.
    • provide reminders and examples of your work that might be notable and relevant.
    • be prepared to explain why the letter writer should be one of the people to write for you - i.e., what are you hoping they can say about your readiness for graduate training, interests, or experience that someone else would not be able to speak to?
    • be organized. Many professors appreciate an excel file with the following: due date of the letter, university, department, name of the graduate program, website of the program, website of the application instructions (especially the criteria being used to evaluate candidates), mailing address if needed to send through snail mail, and how to submit (snail mail; online portal; email; etc). [You can download the following template: Grad School Applications Organizer for Letter Writers Download Grad School Applications Organizer for Letter Writers.]

When to ask?

    • 2-3 months before the due date
    • For those who accept,
      • make sure to ask them if they’d like any type of reminder email closer to the deadline.
      • When to send a reminder email:
        • Polite, calm reminder around 2 weeks before the deadline 
        • No frantic emails/calls until the due date itself -- but keep the frantic anxiety hidden from the email/call

How to ask? 

    • In your initial request make sure to
      1. provide the context in which you know the letter writer (e.g., course, research lab)
      2. explain why you believe they would be an excellent letter writer for you
      3. And ask if they believe they could write a strong letter of recommendation for you
    • If able to, stop by their in-person office hours
    • If in-person isn’t an option, then ask for a virtual meeting. If that isn’t an option, then send an email.

 

Below is an example. You can see that this student included each of the three points indicated above in what you should provide in your initial request.

Hi Professor ___________,

I hope you are doing well! I found your information on the University of Tampa’s website which is so exciting. I hope you are enjoying things down in Florida and would love to hear more about the research you have in the works. I am reaching back out to you as I am applying to Industrial Organizational Psychology Masters Program for the Fall of 2020. I was hoping that you would be willing to write letters of recommendation for my applications.

I really enjoyed our time together working closely on the comfort food study in your research lab as well as throughout your advanced methods courses. Because of this, I thought that you would be a great person to be able to speak to my readiness for graduate school in terms of my research skills well as my work ethic and reliability. Would you be comfortable writing a letter of this nature? Please let me know if you have any questions about this. I would also be happy to send over my CV, transcript, writing samples, and any other materials that you would find helpful. Additionally, I will send you the list of schools, their deadlines, and their specific instructions.

I would also love to run a few questions by you that have come up during this process if there is a good time for you next week for a brief call?

Thank you in advance!

Jane Doe

Often, each discipline will have its own conventions and norms to follow, therefore you should seek a diverse source of information (e.g., professional associations like Psi Chi, advisors at HPPLC, grad students in the discipline).

Final, important note about obtaining letters of recommendation from a professor: Many professors have explicit policies stated in their syllabus regarding make-up assignments, extra credit, and how grades are calculated. For example, I do not provide extra credit on a case-by-case basis, and I explicitly ask my students to not email me asking for this special treatment. Some professors do not allow make-up exams because the lowest exam is dropped, and they explicitly ask their students to not email them asking for makeup exams. And most professors will not change a final grade, even if that grade is 0.5 points away from the next letter grade. Oftentimes students believe that there’s no harm in asking for that extra credit, that make-up assignment, or that small bump in their grade. However, many professors find these questions to be disrespectful, and by asking you’ve now diminished your chances of having them serve as a letter writer, or even as a professional reference. 

 

Please be sure to check the FAQ, Need Help,  or Academic Advising for more information.

 

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