Srividya Hangal

As you get closer to beginning the college application process and entering the job market, you will find yourself contacting working adults in a professional context quite often. Whether it’s your teachers, a counselor, or an admissions officer at your top choice college, you’ll have reason at one point or another to get in touch with adults and superiors via email.

To give you an idea of what sort of occasions may require you to send a professional email, consider the following scenarios:

In all of the above cases, you can either contact the adult in person or send them a professional email. Both are acceptable forms of communication, but sending an email is arguably more convenient. However, if you’re going to send a professional email, there are certain guidelines and formats that you need to follow. Failing to address the person you are emailing in a professional manner could put you at risk not only for having your email ignored, but also for creating a bad reputation for yourself as unprofessional or uncourteous.

To help you email adults and peers professionally and without anxiety, we at CollegeVine have compiled a comprehensive set of guidelines for how to structure and write a professional email. While we can’t write your emails for you, we can share wisdom on the customs and conventions adults and other professionals typically use. You may find that this knowledge is handy both in college and beyond.

If you’ve never sent an email before and are just setting up an email account for the first time, don’t fall into the trap of creating a silly or overly personal email address like gamergirl96@example.com or 2fierce2fail@example.com.

Any email address that contains something other than your first and last name or some version thereof is generally considered unprofessional. If a working adult sees an email from an address like the ones above, they’re less likely to take what you have to say seriously (if they read your email at all).

The key to a professional email address is keeping it simple. For example, you can use the format johndoe@example.com or john.doe@example.com. Don’t try to personalize your email address by adding in numbers or a creative slogan (though adding a “1” or another single character to the end of your address is acceptable if all other versions of your name have already been taken).

If you don’t have an email address yet, make sure you create one with a professional format so that it can be handy for both personal and professional use. If you already have an email address but it’s unprofessional, it’s worth creating another one just for professional use; you’ll likely get more responses and solicit more respect from those with whom you trade emails.

Another tool that working professionals use when trying to decide whether to open an email from an address they don’t recognize is to look at the subject line of the email. The subject line is meant to summarize the content of the email in a few words.

When you are crafting the subject line of your email, make it straightforward. Use 3-5 words to summarize what your email is about in its entirety. Don’t keep the receiver guessing with a subject line like “You need to see this” or “This is very important.” The odds are that they will think your message is spam and delete it.

Also, when crafting your subject line, don’t try to add any sort of punctuation or capitalization to make your email stand out. Adults are unlikely to open an email with a subject line in all caps or one with a million exclamation points.

Here are some examples of good and bad subject lines:

GOOD:  Class Name 101: First Name Last Name Grade Change Request

BAD: FIX MY GRADE NOW!!!!!!

GOOD: Request for meeting on campus

BAD: You want to meet THIS student

GOOD: Job openings at [Business Name]

BAD: PLEASE hire me. I’m a very capable student.

Working professionals are often bombarded with so many emails each day that they don’t have time to address the ones that don’t look professional or like valuable uses of their time. If you want your email to get read, keep the subject line concise, informative, and use proper punctuation and capitalization.

If you are writing a formal email, you want to include a salutation at the beginning of your email as if you were writing a letter. This looks something like “Dear [Name of Recipient]”, and it’s a must for professional emails.

When addressing the recipient of the email in their formal salutation, make sure that you use their appropriate title. If they are a professor, call them Professor [Name]. If they have a PhD, address them as Dr. [Name]. Using the proper title for the person you are addressing is a common sign of respect.

Also, when addressing someone by name, make sure you use their full name. Don’t try to abbreviate or use a nickname. Unless they tell you in their reply that it is okay to call them something different (it’s usually fine to refer to a correspondent by the name they use in their signoff), be courteous and address them by their name and title.

If you don’t want to use the word “Dear”, you can use another greeting as long as it still sounds professional. For example, you could say “Hello” or “Good morning/afternoon” but maybe not “Yo” or “Howdy”.

If you don’t happen to know the name of the person you are emailing (like if you’re emailing a company at their info@company.com address), you should still use a professional salutation. The most common salutation in this instance is, “To Whom It May Concern.”

Email browsers allow you to write and send emails in a variety of fonts, but this is usually not advised. The most professional fonts are Times New Roman, Arial, and Calibri. Also, make sure to keep your fonts at size 10-12.

You can use whatever font and colors you want when you are sending emails to your family and friends, but opt for simplicity when sending a professional email. If you don’t know which font to use, just stick with the default settings on your email browser.

You should use the first few sentences of your email to introduce yourself and explain to the recipient who you are. Don’t assume that they know who is emailing them based on your email address.

When introducing yourself, you should state your name, explain that you are a high school student, and explain why you are emailing them. If you had spoken to them once before about the subject you are emailing them about, you can mention that you really enjoyed that conversation. That should jog their memory and put a face to your name.

Here is an example of a good and bad introduction to an email you may send to a potential employer:

The African savanna ecosystem is a tropical grassland with warm temperatures year round and seasonal rainfall. The savanna is characterized by grasses and small or dispersed trees, along with a diverse community of organisms that interact to form a complex food web.

West Allis is a city in Milwaukee County, Wisconsin, United States. A suburb of Milwaukee, it is part of the Milwaukee metropolitan area. The population was 60,325 at the 2020 census.

The name West Allis derives from Edward P. Allis,[6] whose Edward P. Allis Company was a large Milwaukee-area manufacturing firm in the late 19th century. In 1901, the Allis company became Allis-Chalmers, and in 1902 built a large new manufacturing plant west of its existing plant. The locale in which the new plant was constructed was at the time called North Greenfield, and prior to the 1880s had been called Honey Creek. With the building of the western Allis plant, the area was incorporated as the Village of West Allis, and it became the City of West Allis in 1906.[7]

With the presence of Allis-Chalmers, the largest manufacturer in the area, West Allis became the largest suburb of Milwaukee in the early 20th century.[8] After that, West Allis grew quickly. Between 1910 and 1930, its population grew fivefold.[9] After 1965, the Allis-Chalmers company's fortunes had turned. By 1985, Allis-Chalmers' global workforce had shrunk to 13,000 from its peak of 31,000.[10] Allis-Chalmers would then declare bankruptcy in 1987, closing their last Milwaukee office in 1999.[11] Since then, West Allis has had some success attracting other employers, such as Quad Graphics.[12]

West Allis is located at 43°0′29″N 88°1′6″W / 43.00806°N 88.01833°W / 43.00806; -88.01833 (43.00, −88.02).[13] The upper courses of the Root and Kinnickinnic Rivers flow through the city. According to the United States Census Bureau, the city has a total area of 11.41 square miles (29.55 km2), of which, 11.39 square miles (29.50 km2) is land and 0.02 square miles (0.05 km2) is water.[14]

As of the census[3] of 2010, there were 60,411 people, 27,454 households, and 14,601 families living in the city. The population density was 5,303.9 inhabitants per square mile (2,047.8/km2). There were 29,353 housing units at an average density of 2,577.1 per square mile (995.0/km2). The racial makeup of the city was 87% White, 3.3% African American, 1.1% Native American, 2.0% Asian, 3.6% from other races, and 2.9% from two or more races. Hispanic or Latino of any race were 9.6% of the population.

There were 27,454 households, of which 25.8% had children under the age of 18 living with them, 36.3% were married couples living together, 11.9% had a female householder with no husband present, 5.0% had a male householder with no wife present, and 46.8% were non-families. 38.6% of all households were made up of individuals, and 13.3% had someone living alone who was 65 years of age or older. The average household size was 2.17 and the average family size was 2.90.

The median age in the city was 37.7 years. 20.5% of residents were under the age of 18; 8.3% were between the ages of 18 and 24; 30.1% were from 25 to 44; 26.5% were from 45 to 64; and 14.6% were 65 years of age or older. The gender makeup of the city was 49.0% male and 51.0% female.

As of the census[5] of 2000, there were 61,254 people, 27,604 households, and 15,375 families living in the city. The population density was 5,397.6 people per square mile (2,083.7/km2). There were 28,708 housing units at an average density of 2,529.7 per square mile (976.6/km2). The racial makeup of the city was 94.03% White, 1.34% African American, 0.70% Native American, 1.33% Asian, 0.02% Pacific Islander, 1.18% from other races, and 1.41% from two or more races. Hispanic or Latino of any race were 3.52% of the population.

There were 27,604 households, out of which 25.5% had children under the age of 18 living with them, 41.2% were married couples living together, 10.6% had a female householder with no husband present, and 44.3% were non-families. 37.3% of all households were made up of individuals, and 14.0% had someone living alone who was 65 years of age or older. The average household size was 2.19 and the average family size was 2.92.

In the city, the population was spread out, with 21.5% under the age of 18, 8.4% from 18 to 24, 32.3% from 25 to 44, 20.5% from 45 to 64, and 17.2% who were 65 years of age or older. The median age was 38 years. For every 100 females, there were 93.0 males. For every 100 females age 18 and over, there were 90.0 males.

The median income for a household in the city was $39,394, and the median income for a family was $50,732. Males had a median income of $36,926 versus $26,190 for females. The per capita income for the city was $20,914. About 4.6% of families and 6.5% of the population were below the poverty line, including 9.0% of those under age 18 and 5.6% of those age 65 or over.

The Wisconsin State Fair Park, which includes the Milwaukee Mile and is the site of the annual Wisconsin State Fair, is located in West Allis.

The West Allis Post Office contains two oil on canvas murals, Wisconsin Wild Flowers – Spring and Wisconsin Wild Flowers – Autumn, painted in 1943 by Frances Foy. Murals were produced from 1934 to 1943 in the United States through the Section of Painting and Sculpture, later called the Section of Fine Arts, of the Treasury Department.[18]

Candy Cane Lane runs through Oklahoma and Montana Avenues and 92nd to 96th Street. Residents have been creating elaborate Christmas display since 1984, bringing bumper-to-bumper traffic through the streets on December nights. The festive event has raised over $2.2 million for the MACC Fund.[19]

On June 15, 2006, the city celebrated its 100th anniversary. The celebration included a parade, fireworks and a family festival.[20]

Pettit National Ice Center is one of only two indoor speed skating rinks in the United States.

West Allis is also the location of the Milwaukee Mile, the world's oldest racing facility.

West Allis is served by MCTS Routes 18, 28, 44U, 51, 53, 54, 56, 64, 76, and 92.

Interstate 94 and Interstate 41/Interstate 894 also run through the city.

The schools in the West Allis – West Milwaukee School District:

The Wisconsin Evangelical Lutheran Synod has two grade school in West Allis:

West Allis is represented by Scott L. Fitzgerald (R) in the United States House of Representatives, and by Ron Johnson (R) and Tammy Baldwin (D) in the United States Senate. Tim Carpenter (D) and Dale P. Kooyenga (R) represent West Allis in the Wisconsin State Senate, and Daniel Riemer (D), Sara Rodriguez (D), and Joe Sanfelippo (R) represent West Allis in the Wisconsin State Assembly.

Media related to West Allis, Wisconsin at Wikimedia Commons

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Good fortune!