University Student Sign-Off: A Guide To Professional Closures

Whether you're a university student or a graduate student entering the job market, first impressions count. A well-crafted email signature can help you make a stellar first impression and leave a lasting impression on your professors, classmates, and potential employers. Here are some tips on how to create an effective email signature as a university student:

- Include your full name, avoiding any nicknames.

- Mention your status or position in any student clubs or societies.

- Provide your major and additional information such as faculty/department, group number, or student ID.

- Add the name of your university and your expected graduation year.

- Include key contact details such as your email address and phone number.

- Consider adding a professional headshot or a university logo.

- List your personal website and relevant social media profiles (e.g., LinkedIn, Twitter).

- Showcase your awards and achievements to enhance your professional image.

- Keep it concise and simple, focusing on the most important highlights.

- Be creative and memorable while maintaining a professional tone.

- Test your signature by sending it to yourself to ensure it appears correctly across different email clients and devices.

Include a subject line

When writing an email, it is important to include a subject line. This is especially true when corresponding with university faculty and staff as it ensures your message is not sent to spam and clearly communicates your purpose. A good subject line should be concise and briefly explain what your email is about. For example, if you have a question about a writing assignment, your subject line could be "Question about PHIL 1001 Writing Assignment 5".

When writing to a professor, it is also important to use a formal tone and proper email etiquette. Begin your email with a salutation such as "Dear," "Good morning/afternoon/evening," or "Hello" followed by their title and name (e.g. Professor X or Dr. X). Avoid using informal greetings such as "Hey," "Yo," or "What's up."

In the body of your email, be sure to use clear and respectful language to communicate your question or request. Avoid any slang or profane language that you might use on social media or in a text message. It is also a good idea to restate your expectations or requests politely so that your professor knows how they can support you. For example, you could say something like, "I would greatly appreciate it if you could provide more resources on this topic."

Finally, end your email with a closing such as "Best wishes," "Sincerely," or "Thank you." Always sign off with your full name and include a professional email signature. A well-crafted email signature should include your full name, university name, degree programme and expected graduation year. You can also include your phone number, email address, and any relevant positions or extracurricular activities.

> First Name, Last Name

> University Name, Expected Graduation Year (e.g. Class of 2023)

> Degree Programme

> Phone Number

> Email Address

Use a formal salutation

When signing off an email as a university student, it's important to use a formal salutation to maintain professionalism. Here are some tips and examples to help you craft an appropriate and effective sign-off:

Using a formal salutation is essential when signing off an email to professors or university staff. This helps to maintain a professional tone and shows respect for their position. Here are some examples of appropriate salutations:

• "Best wishes,"
• "Sincerely,"
• "Best regards,"
• "Warm regards,"
• "Respectfully,"
• "Thank you/Thanks,"

These salutations are polite and convey a sense of professionalism. They are suitable for a variety of situations, whether you are seeking information, requesting an extension, or providing a notification.

Include Your Full Name and Contact Information

After the salutation, be sure to sign your full name. This helps the recipient identify you, especially if you have a common first name. Additionally, consider including your contact information, such as your email address and phone number, in your signature. This makes it easier for the recipient to reach out to you if needed.

Provide Academic and Professional Details

In your email signature, include relevant academic and professional details such as your major, expected graduation year, and any positions or honours you hold. This helps the recipient understand your background and can be particularly useful if you are reaching out for academic or career-related inquiries. For example:

"Jane Doe

Marquette University, Class of 2023

Major: Psychology

Phone: 555-555-5555

Email: jane.doe@marquette.edu"

Proofread and Maintain Professionalism

Before sending your email, always proofread your message to ensure correct spelling and punctuation. Avoid using slang, abbreviations, or profane language. Maintain a professional and respectful tone throughout your correspondence. Remember that your emails are a reflection of you and can impact the impression you make on professors and university staff.

Example Email Sign-Offs

"Best wishes,

Jane Doe

Psychology Major, Class of 2023

Marquette University"

"Sincerely,

John Smith

Engineering Major, Expected Graduation: 2024

Phone: 555-123-4567

Email: john.smith@university.edu"

"Thank you,

Emily Johnson

Class of 2025, Biology Major

Phone: 555-789-0123

Email: emily.johnson@university.edu"

Remember to adjust the tone and level of detail in your sign-off depending on the context and recipient of your email. For example, when emailing a professor, it's generally best to keep the sign-off concise and professional. On the other hand, when reaching out to a potential employer or industry contact, you may want to include more detailed information in your signature to highlight your qualifications and achievements.

Make your expectations clear

When writing an email, it's important to make your expectations clear. This can be done by restating your expectations or requests politely. This ensures that you are directly communicating what you need from the recipient and why you are contacting them. Here are some ways to make your expectations clear in an email:

Be Direct and Specific

Clearly state what you are asking for or what you expect from the recipient. For example, if you are requesting information or assistance, be clear about what information you need and why you are reaching out to them specifically. This helps the recipient understand your request and increases the likelihood of a prompt and helpful response.

Provide Context

Explain the reason behind your request or expectation. For example, if you are asking for a deadline extension, provide the context for why you need more time. This helps the recipient understand your situation and can make them more sympathetic to your request.

Offer Alternatives

If possible, provide alternatives or suggestions to address your expectations. For example, if you are requesting a meeting, suggest a few potential dates and times that work for you. This shows that you are flexible and helps the recipient accommodate your request more easily.

Express Gratitude

Thank the recipient in advance for their help or simply for their time and consideration. For example, you could say, "Thank you for your time and assistance with this matter." This sets a positive tone for your communication and can make the recipient more inclined to help you.

Follow Up

If you don't hear back or if your expectations are not met, don't be afraid to follow up. Send a polite reminder or request an update. This shows that you are serious about your expectations and helps to keep the lines of communication open.

Sample Email

> Dear Professor Smith,

>

> I am writing to request an extension on the upcoming paper deadline for your course. I have been facing some personal challenges recently and have fallen behind in my work. I would appreciate it if we could discuss the possibility of a one-week extension. I understand that this is an exceptional circumstance, and I am committed to managing my workload more effectively in the future. Thank you for your time and consideration. I look forward to hearing back from you and am available to meet during your office hours if needed.

>

> Best regards,

> Michelle Long

> Baker University

> B.A. candidate, Class of 2022

By clearly stating your request, providing context, expressing gratitude, and offering availability for further discussion, you effectively communicate your expectations to the recipient.

Include a sign-off and signature

When signing off an email as a university student, it is important to make a good impression. Your email signature is a great way to add a touch of personality and professionalism to your everyday email correspondence. It is a chance to showcase your personal brand and stand out from the crowd. Here are some tips to help you create an effective and memorable sign-off:

Keep it Simple

Use your full name, ensuring you do not use any nicknames. Include your university or college's name, as well as your year of study or graduation. If you are a recent graduate, it is beneficial to include the year of graduation to provide context for your experience and achievements.

Contact Information

Provide your key contact details, such as your phone number and email address. It is also beneficial to include your website or blog if you have one. Social media profiles such as LinkedIn or Twitter can be included, but only if they are used for professional purposes and contain appropriate content.

Status and Major

Mention your position in any student activity, club, or society, but only if it is relevant to the context of the email. You can also provide additional information such as your faculty, department, group number, and student ID, especially if you are an undergraduate student to ensure you are easily recognisable.

Awards and Achievements

Use your signature to showcase your skills and enhance your professional image. If you have received any scholarships, awards, or excelled in college competitions, don't be afraid to show it off. This information can be presented effectively in a signature banner.

University Requirements and Guidelines

Before creating your signature, check if your university has any specific guidelines or requirements. Respect these guidelines to ensure your signature is consistent with the university's standards and to avoid any issues.

Font and Colour Choices

Keep your signature clean, simple, and easy to read. Use fonts such as Arial or Sans Serif, and stick to black text or dark colours. Ensure your signature is compatible with different email clients and devices, so it always looks good no matter how it is viewed.

Testing and Updating

Test your signature by sending an email to yourself. Check how it appears on different email clients and devices. Update your signature on your mobile device regularly, as this is often your primary device for sending emails.

Call to Action

Include a call to action in your signature to encourage engagement. This could be a link to an article, a campaign page, or a social media account. For example, "Check out our Kickstarter campaign!"

Balance and Creativity

Keep your signature balanced, providing a bit of personal touch while maintaining professionalism. Be creative and memorable, but avoid overstuffing your signature with unnecessary information or irrelevant social media accounts.

Example

Full Name

University Name, Expected Graduation Year

Major/Minor (optional)

Phone Number

Email

Website/Blog (optional)

Social Media Profiles (optional)

Awards/Achievements (optional)

Remember to tailor your signature to the context of your email and your audience. A concise signature is best for internal communications with fellow students and lecturers, while a more detailed signature with relevant achievements and experience is ideal for potential employers.

Proofread your email

Proofreading your email is an essential step before hitting send. Here are some tips to help you perfect your email:

Check for spelling and punctuation errors

This may seem obvious, but it's easy to make a mistake when typing quickly. Take the time to read through your email and correct any spelling or punctuation mistakes. It can be helpful to read your email out loud, as this can make errors easier to spot.

Ensure your tone is appropriate

Consider your relationship with the recipient and the purpose of your email. If you are contacting a professor or someone you don't know well, it's important to use a formal tone. Avoid slang, abbreviations, or informal language. On the other hand, if you are emailing a friend or classmate, a more casual tone may be appropriate.

Check your attachments

If you are referencing an attachment in your email, make sure to attach the correct file before sending. It can be helpful to save important documents to a folder on your desktop so that they are easy to access when you need to attach them to an email.

Verify the recipient's email address

Before hitting send, double-check that you have entered the correct email address for the recipient. Sending an email to the wrong person can be embarrassing and may even result in sharing sensitive information with the wrong person.

Check your facts

If you are referencing specific dates, times, or other details, make sure they are accurate. It's easy to make a mistake or misremember a detail, so double-check before including it in your email.

Get a second opinion

If you're unsure about your email, consider asking a friend or classmate to read it over. They may spot errors or suggest improvements that you hadn't considered.

Use a professional email signature

As a university student, it's important to present yourself professionally. Create a signature that includes your full name, university, and contact information. You can also include your expected graduation year, major, and any other relevant information, such as awards or achievements.

Frequently asked questions