How To Write A Professional Email

When I started university in 2015, I thought that only ‘Boomers’ used email. But the reality is, that in both university and in legal practice, email remains as the primary mode of communication.

If you enter the legal profession, drafting emails to clients, other lawyers, and the Court will be something you do on a daily basis. In university years, learning the art of email writing is important because it is how you will communicate with tutors and lecturers, and apply for jobs.

In my opinion, email writing is an art, and not a science. There isn’t a clear right or wrong way to write an email. Email writing is subjective, and you will come across many styles. Over time you will develop your own style but, in the beginning, there are some common mistakes you want to avoid. This Article will provide some general tips and give you some basic email templates to work with in common situations.

Why Send an Email?

As a lawyer (or law clerk), emails are used for many reasons. Some of the most common are to confirm important verbal discussions in writing, seek instructions from the client and make settlement offers to the other side. In university, emails are a good way to contact your elusive lecturers to confirm you have tried contacting them or if you want to set a meeting. They also provide a way for you to prove your side of the story if it is ever questioned.

If, for example, you are struggling with an assignment but cannot pin down your lecturer to discuss it with them, then it’s probably a good idea to send them an email explaining the situation and that you would like to meet with them to discuss the assignment. The same goes if you want an extension or to discuss previous grades. Emails provide a record that can be used after the fact to support your version of events.

I would always email the lecturer confirming I have attempted to submit an assignment when I have had technical issues uploading it. I would advise them of the issue and offer to send my assignment via email as proof that I’ve completed it. This saved me from receiving late submission penalties more than once (but may not work for you so please don’t rely on it).

Email Writing Tips

• Always send emails with a subject that is appropriate and will allow you and the recipient to easily search for it later.
  • A general sentence describing the topic/purpose of your email will usually suffice;
  • Subjects like “hello” and “help” aren’t very useful. If you need help with an assignment consider something like “[class name] – Assignment Help”. If you are sending your resume then consider “Resume of [your name]”.
• Don’t forget to attach documents that you are meant to attach.
  • When I applied for my first law clerk position I was asked to email the partner a copy of my resume. I sent my cover email without attaching my resume. Then, to really let the partner know how green I was, I sent the same email again with my resume attached without acknowledging my mistake. Thankfully, the partner is an easy-going person and she never brought it up in the interview and I still managed to get the job, despite my mistake.
  • If you forget to attach something in the previous email, it’s common courtesy to write something like “I confirm the [document] is now attached. Apologies for any confusion.”
• Use a normal
  • Please use Arial, Times New Roman or Calibri in your emails. I’ve seen professional emails contain something similar to this font: “Dear sir or madam”. It still makes me cringe.
• Keep emails Simple unless there is a good reason to provide a detailed explanation.
  • Emails to lecturers should be short and to the point. There is nothing worse than reading a long email that provides an unnecessary explanation – often times, this looks like you are rambling and doesn’t present well.
• Emailing a mentor:
  • Be respectful of their time.
    • They’re probably much busier than you so don’t expect an immediate response.
    • Try to be available any time that suits them.
    • Don’t reschedule unless it’s an emergency.
  • If a mutual connection provided their details, make that clear in your first email to them – that increases the chance they will respond to you (see example emails below).
  • When you meet them:
    • Pay for their coffee (or at least genuinely offer to pay).
    • Dress and act professionally.
    • Put your phone on ‘do not disturb’ and don’t respond to any of your notifications.

Email Writing Templates

Applying for a job:

Dear [Name / Sir or Madam]

Please find my cover letter and resume attached.

I look forward to hearing from you.

Kind regards

[Your Full Name]

Emailing a mentor for the first time (mutual connection):

Dear [Name]

[Connection Full Name] provided me with your details. I would love to catch up for coffee in the next few weeks if you are available.

I am available [any time that suits you / on … ].

I know you’re busy, so I don’t expect an immediate response.

Kind regards

[Your Full Name]

Emailing a potential mentor for the first time (no mutual connection):

Dear [Name]

My name is [Full Name] and I am a student at [Insert].

{Insert reason for contacting} [I am interested in pursuing a career in property law and would love to learn more about the practice area.]

If you are free and willing, I would love to catch up for coffee in the next few weeks.

I am available [any time that suits you / on … ].

I know you’re busy, so I don’t expect a response. Thank you for taking the time to read this email.

Kind regards

[Your Full Name]

Email to a tutor/lecturer seeking help with an assignment:

Hi [Name]

I am writing to {insert reason for contacting} [clarify a couple of points in relation to Question 2 of the assignment].

{insert further explanation of your issue} [Could you please confirm whether we are required to also answer Part 2 of Question 2  if we have already answered Part 1?]

Thank you for your time and I look forward to hearing from you.

Kind regards

[Your Full Name]

A request for a favour in a formal/professional setting:

Dear [insert name]

I hope you are doing well.

{insert context behind request} [I am currently looking to finalise my subject selections for my final year of law school.]

{state request clearly and in once sentence} [If possible, would you have some time to meet this upcoming week to assist me with making my choices?]

{insert more information about request, if necessary}

{information about what the request will involve} [I expect that this should take no more than 15 minutes, an I am happy to meet any time that suits you.]

{why the request is important to you} [I currently have three choices for my honours courses to decide between, and I would very much value your opinion on which way I should choose.]

Thank you kindly for your help. I look forward to hearing from you.

Kind regards

[your name]

Text Messaging Tips

If you are sending text messages to someone in a semi-professional or professional capacity then you might be interested in the below tips.

• Send the first message during business hours and don’t reply too late in the evening or on weekends unless it is necessary or you have an established relationship with that person.
• Use proper grammar and punctuation unless it’s clear it’s not required. Imagine what a mentor would think if you ask them for coffee for the first time – “hey, do u wanna catch up for coffee?”. Treat it more like an email to be on the safe side.
• No emojis unless they use emojis. And even if they use emojis… do it sparingly and be conservative. No eggplants, purple devils or anything else that isn’t a smiley face.

Conclusion

The tips and templates contained in this Article are our opinion. You may disagree with some of our suggestions and have a different approach – that’s great. Email writing is an art form, not an exact science.

Above all else, be professional in all written correspondence because they stay around for many years and be respectful in how you communicate with others. People will forgive a typo but an inappropriate joke cannot be taken back.