The art of writing a good email

Writing emails is such an ordinary part of student life that it’s easy to overlook how much it communicates. Most days, you probably email people to sort deadlines, group work, and other admin. You might also write to lecturers about modules, assessments, or exam prep. 

As you progress in your studies, you'll start emailing people about internships, mentoring, or academic supervision, and this is especially when the tone of your writing matters more than you might expect.
 

It also helps to keep in mind that you’re not the only person emailing. Lecturers and employers can receive dozens of messages a day alongside teaching, meetings, marking, research, client work, and other duties. Having this in mind usually leads to clearer, more considerate communication and realistic expectations.
 

Whatever you're writing to someone about, it's useful to keep the following considerations in mind to ensure you not only come across respectfully, but that you also increase your chances of receiving a positive response.
 

General email communication tips
 

1. Be clear about why you’re writing
The purpose of your email should be obvious early on. Say what you’re asking or informing them about without a long build-up.
 

2. Keep it readable
Short paragraphs and a logical flow make emails easier to read. Avoid long blocks of text or unnecessary detail.
 

3. Use a respectful, neutral tone
Professional communication doesn't mean being stiff, but it does mean you should...

• Write in full sentences.

• Avoid slang, emojis, or overly casual language.

• Use a greeting and a clear sign-off.
   

4. Check the basics
Names, roles, and proper spelling matter. Anyone can make mitsakes, but it's really important to avoid writing "u" instead of "you", for example, or addressing a Prof. by their first name (unless they've said it's OK to do so.) Also, unless you're actually the person's friend, it's best to avoid being overly-familiar in your tone.
 

5. Respect the other person’s time
When writing to people, assume they’re busy.

• Keep your email concise.

• Don’t attach documents unless they’re needed.

• Avoid multiple follow-ups in quick succession.
   

A quick example: tone and clarity
 

Less effective email:

Hi,

I hope you’re well. I’m really interested in your impactful work and was wondering if there might be any opportunities to work with you or join the team. I’m very passionate and eager to learn and think I’d be a great fit. Please let me know.

Thanks!

This email is polite enough, but vague. It doesn’t show that the sender knows who they’re writing to, what they’re asking for, or whether there’s a realistic fit. It also reads like it could be sent to 20 other people, which indicates that very little thought or effort has gone into making the request.
 

More effective email:

Dear Dr Lim,

I’m a second-year psychology student currently exploring internship options. I read your recent article on community-based interventions and was particularly interested in how you approached participant engagement.

I’m writing to ask whether you ever take on interns, or if you’d recommend someone else I might contact. I understand you may have limited availability, and I’d appreciate any guidance you’re able to offer.

Thank you for your time.

Best regards,
Aisha

This version is clear, specific, and respectful of the person's role and capacity. It makes the request easy to understand and easier to respond to.
 

Emailing about internships, mentoring, or supervision?

Keeping the previous tips in mind, these emails benefit from a bit more care.
 

1. Do your research first
Check research interests, services offered, or how an organisation actually operates. Make sure your request aligns with reality (e.g., don't email lecturers asking for supervision in an area with which they're unfamiliar.)
 

2. Personalise without flattery
One concrete reference is enough. Avoid exaggerated praise or generic admiration (see the previous effective email example for reference). Most people can spot false flattery a mile away, and it's likely to harm the person's impression of you.
 

3. Be realistic about your request
Say what you’re asking for and keep it grounded. Asking for too much or something that's not possible might lead to your email being sent to the trash folder. 
 

4. End clearly and politely
Thank the person for their time, make your next steps clear (if relevant), and include your full name and any other necessary details.

Finally, when writing to someone, it's useful to be primarily focused on the impression you want to make. Even if you don't get a reply to your email, or it's not the response you'd hoped for, how your communication is received will still leave an impression. If you've been courteous and respectful and you follow up at a later time, the person will remember your thoughtfulness and if they can't assist you, they'll probably to refer you to someone who can.