Writing Emails That Get Read: A College Student's Guide to Professional Communication

Learn to write impactful emails for internships, scholarships, and networking with practical tips on tone, clarity, and professionalism.

Writing Emails That Get Read: A College Student's Guide to Professional Communication

As a college student navigating a busy world of internships, scholarships, and networking opportunities, your email communication often becomes your first and perhaps only impression. This seemingly simple task can make or break a professional connection. But here's the catch—crafting an email that gets read is an art. After over 30 years in top management and mentoring roles, I can assure you that email skills are among the most underutilized tools for success. The stakes are high. So, let's talk about how to make your emails stand out in an inbox flooded with messages.

The Power of First Impressions

Research shows that it takes just 7 seconds for someone to form a first impression. And guess what? That includes emails. A survey conducted by Boomerang revealed that 50% of people open an email based on the subject line alone. If your subject is bland or too generic (e.g., "Internship Application"), don't expect to stand out. The first line matters, too. A boring, robotic email can come across as uninspired. Imagine how many internship or scholarship emails admissions officers or recruiters receive daily—now imagine theirs and your own inbox overflowing. If your email doesn't immediately grab their attention, it’s likely to be deleted or left unanswered.

1. Nail the Subject Line

Your subject line is your first opportunity to show you mean business. Use it to pique curiosity but keep it professional. Something like “Passionate Marketing Student Seeking Internship Opportunity with [Company Name]” or “Scholarship Application: [Your Name] - Aspiring [Field of Study]”. Avoid overly casual or vague lines like “Hi” or “I need help”. Make it direct but intriguing.

2. Be Clear and Concise in the Body

In the age of overwhelming emails, brevity is key. Keep your message short but meaningful. Professionals are busy, and as a student, you don’t want to waste their time. The body should be a quick summary of who you are, what you want, and why you’re the perfect candidate for the role or scholarship.

Example: “I’m a second-year Marketing student at [University] with a strong passion for digital advertising. I’m writing to inquire about internship opportunities at [Company]. I’ve attached my resume, and I’d love the chance to discuss how my skills can contribute to your team.”

3. Show, Don’t Just Tell

Employers and professors want to know why you're asking. Why should they pay attention to your email? Instead of just telling them you’re passionate, show it with specific details. Link your skills, experience, or coursework to the role you're applying for. Talk about relevant projects or personal achievements that demonstrate your capability.

4. Tone Matters More Than You Think

The way you communicate reflects your personality and professionalism. An email that’s too casual might give off an unprofessional vibe, while one that’s overly formal can seem distant or stiff. A friendly, respectful tone strikes the best balance. Avoid exclamation marks like they’re going out of style—one or two is fine, but too many can make you seem less serious.

5. Don’t Forget the Closing

This is where many students drop the ball. A polite, clear closing is your final chance to make a good impression. Phrases like “Looking forward to hearing from you” or “I’d love the chance to further discuss this opportunity” leave the door open without being pushy. Then, close with a professional sign-off like “Best regards” or “Sincerely,” followed by your full name.

6. Proofread and Format Like a Pro

This one’s a no-brainer, yet it’s often ignored. A typo or an incomplete sentence can harm your credibility. Spelling and grammar errors can make you appear careless. Always proofread before hitting send, and ensure your email is properly formatted with appropriate paragraphs and spacing. If you’re attaching files, mention it in the body and ensure they are named clearly (not "Document1").

The Dilution of Language Skills

In a world increasingly dominated by digital communication, language skills are being diluted. Texting abbreviations, emojis, and casual language are all creeping into professional correspondence. Sure, a quick “thx” might work for friends, but it doesn’t cut it in the professional world.

Here’s where the role of teachers and parents becomes crucial. The foundation they lay early on in language learning, particularly in English, can shape a student’s career. English remains the global business language, and having strong English communication skills is vital for students aiming for scholarships, internships, or even just to network effectively.

A Few Thought-Provoking Stats

A report from the World Economic Forum highlighted that 55% of employers around the world cite strong communication skills as one of the top three skills they look for in candidates. This is followed by critical thinking (46%) and teamwork (42%). What does that tell you? Your ability to write a solid email could be the deciding factor in getting that coveted internship or scholarship.

The Human Touch vs. Technology

Now, let’s talk about the role of technology in this process. While tools like Google can help with grammar checks, no AI will ever replace the human touch. Yes, Grammarly is great for catching mistakes, but it can’t assess tone, context, or the emotional intelligence behind your message. Writing a compelling email involves more than just proper syntax—it’s about connecting with your audience and conveying your message clearly and effectively.

Final Thoughts

So, next time you write an email for an internship, scholarship, or to connect with a potential mentor, think of it as your first interview. Your writing should be sharp, your message clear, and your tone professional. Ask yourself: Are you communicating your best self in every email? Are you demonstrating both competence and character?

If you want to be taken seriously in the professional world, it’s time to stop relying on shorthand or emojis when it counts. Polish those writing skills now, and you’ll see the doors open to opportunities you never thought possible. So, what’s the takeaway? It’s simple: Master the art of email communication, and the world will listen.

What strategies do you use to ensure your emails stand out? How can you better prepare your communication skills for future opportunities? Let’s hear your thoughts!

Categories: : Elevate - English