We expect insurance students to correspond with professors, staff, and industry professionals using professional email etiquette. Below are some guidelines regarding written correspondence. Should you ever have any questions about a specific situation, you can always ask your professor or Dillon Waschenbach, waschenbachd@appstate.edu.
Send Appropriate & Timely Follow Ups
Students should be sure to send follow-up messages after every interview or meeting with business professionals to thank them for their time and the opportunity to learn from them. Everyone appreciates gratitude and respect and it will go a long way to show your appreciation for them taking time out of their busy schedule to meet with you.
Use a Professional Email Address
To ensure you are taken seriously, you should use your official university email address or create a professional email address with your first and last name.
Use a Formal Salutation
- Professional correspondence should have a standard greeting to begin every email. Unless you are invited in writing to use a first name, address the recipient using their title. Examples:
- Dear Ms. Brown,
- Good morning, Professor Smith.
- Hello, Dr. Ashley.
- Professional correspondence should have a standard greeting to begin every email. Unless you are invited in writing to use a first name, address the recipient using their title. Examples:
Use a Clear Subject Line
A concise and specific subject line will help your reader know exactly what to expect. A follow-up to an interview might include the subject: Smith Interview Thank You Re: Underwriting Role. If you are writing to a professor, consider including your class department and number. For example, a question about midterm might have the subject: SPN 0003-B Midterm Question.
Be Clear, Polite, and Succinct
- Emails to networking contacts should be requests for advice or career information, rather than a job/internship. Emails to professors should reference the course, and if appropriate, the name of the assignment. Before sending, ensure your email meets the below criteria:
- It is written in complete, coherent sentences
- There are no spelling errors or slang
- No part of it is written in all caps
- Your inquiry is written as polite requests rather than demands and utilizes “please” and “thank you”
- Emails to networking contacts should be requests for advice or career information, rather than a job/internship. Emails to professors should reference the course, and if appropriate, the name of the assignment. Before sending, ensure your email meets the below criteria:
Sign Off with a Thank You
It is common courtesy to thank someone for his or her time and help. End your email with a “Thank you,” or “Best,” and your full name. Staff and professors are often keeping track of thousands of students, so clearly identifying yourself is the easiest way to ensure you get an answer.
Boost Your Image with a Strong Email Signature
- A strong sign-off will help your email shine. There is no exact template you have to follow, but we recommend following these guidelines:
- Include essential information such as your name, major, school, and expected graduation year.
- Limit your signature to 3 or 4 lines. Use colons or pipes to separate.
- Include your preferred email address and phone number.
- Include your LinkedIn profile link and ensure your account portrays you professionally.
- Avoid fancy fonts, colors, graphics, and inspirational quotes.
- Example:
Jane Jumbo │ Risk Management & Insurance Major
Appalachian State | May ‘23
Jane.Jumbo@appstate.edu │(828) 222.2000 | www.linkedin.com/jjumbo
- Emails are Forever
- You cannot take back what gets sent, and without a clear tone of voice, it can be easy to sound offensive. Read your message before you send it and keep in mind that some issues are better discussed in person. If it can’t be wrapped up in a short paragraph, consider making an appointment to discuss in-person or over the phone.
Patience is a Virtue
We all like instant gratification, but everyone is busy and sometimes a reply takes more time than you’d hope. If your question or concern is time sensitive it may be appropriate to write a follow-up email, but be realistic about your expectations.
Practice Common Courtesy
- If you expect timely, helpful replies, you should do the same for others. Check your email regularly, and respond as soon as you are able.