University Sign-Off: Student To Graduate Transition Tips

Knowing how to sign off an email as a student can be challenging, especially when corresponding with professors regarding coursework, deadlines, and research opportunities. The sign-off depends on the audience's needs and the context of the situation. For instance, when emailing professors, it is generally recommended to use formal salutations such as Dear, Hello, or Good morning/afternoon/evening. The sign-off can vary from Best wishes, Sincerely, Best regards, Thank you/Thanks, or other respectful closings, followed by your full name and email signature. The email signature can include your full name, university name, any current position, the type of degree you're pursuing, and your expected graduation date.

Email signature generators

A student email signature is a great way to improve your chances of getting noticed by a potential employer. It can help you to enhance your professional identity, show off your skills, and become an eye-catching detail of your digital brand identity.

There are several email signature generators available online, many of which are free to use and offer customizable templates. These generators allow you to create a professional email signature in a matter of minutes, and ensure that your email footer will be compatible with most email clients.

• HubSpot's Email Signature Generator: This generator is free to use and works with various email platforms, including Gmail, Outlook, Apple Mail, and Yahoo Mail. It allows you to input your signature details, such as your name, email address, and phone number. You can also upload images, such as your profile picture or a company logo, and stylize your signature with brand colours, fonts, and font sizes.
• Newoldstamp: This generator helps you create a professional student email signature by providing customizable templates. You can fill in your details, such as your name, major, and university name, and see your signature change in real time.
• Canva: Canva offers a free email signature generator with customizable templates. You can add your photo, company logo, brand colours, and contact information. Canva also allows for collaboration, so you can work with your team to create a consistent email signature for everyone.

When creating your student email signature, it's important to check your university's requirements and guidelines. Keep your signature simple, memorable, and creative. You don't need to include all your accomplishments, but highlighting some of your most important experiences is a good idea.

Internal vs external audiences

The success of a business depends on effective communication. Businesses can either flourish or flop based on how well they communicate. Communication in business is broadly divided into internal and external communication. While both are important, they have distinct characteristics and require different approaches to optimise them.

Internal Audiences

Internal audiences are the employees, leadership, investors, and close partners of an organisation. The goal of internal communication is to inform, engage, and align employees to help them arrive at a single destination, such as revenue increase. It is also about selling the brand internally; if employees don't believe in the brand, they won't be able to help customers believe in it. Internal communication focuses on sharing internal updates, business strategies, and employee-related information, which is often needed daily. It is designed to flow within the organisation and can be formal or informal. It is important to note that internal audiences are the best brand ambassadors when they are engaged and informed. Open, frequent, and direct communication is key to building trust with internal audiences.

External Audiences

External audiences are parties outside of the business, such as customers, potential clients, shareholders, investors, the general public, suppliers, and more. The goal of external communication is to build a good image of the business to these external parties. It focuses on marketing messaging, PR, customer support, and building a brand reputation. External communication circulates in the external environment and is mostly formal and highly documented. It is important to use simple and intuitive words and phrases when communicating externally to ensure that any audience can easily understand the message. Providing value is at the heart of any external communication strategy, and this value should be woven throughout the content while avoiding fluff to better connect with external audiences.

What to include in your signature

When it comes to email signatures, the primary use is as a means of self-representation. As a student, your email signature should explain who you are, what you do, and how to contact you. It is a great way to enhance your professional identity, show off your skills, and stand out to potential employers.

• Full name: Use your full name, including initials or middle name. Avoid nicknames or names your friends call you.
• Status: Mention your position or involvement in any student activities, clubs, or societies.
• Major: Provide additional information such as your faculty, department, group number, and/or student ID.
• University name and year of graduation: Include the name of your university and your expected graduation year.
• Contact details: Provide one or two of the best and quickest methods of contact, such as your email address and phone number.
• Headshot: Although optional, a picture can help establish a positive attitude and increase the chance of getting a response. Alternatively, you can use the logo of your university.
• Personal website and social networks: If you have a personal website, blog, or social media profiles (such as LinkedIn or Twitter) that you want to include, add links to appropriate social networks.
• Awards and achievements: Use the signature space to showcase your skills and enhance your professional look. For example, mention any scholarships or awards you have received.

Remember to maintain a consistent look for your signature across all devices and email clients, and consider using an email signature generator to create a professional and balanced signature. Keep it concise, especially if your communication targets primarily an internal audience such as fellow students, lecturers, or university officials. However, if you are a recent graduate, include more relevant details to catch the attention of potential employers.

Salutation styles

"Sincerely": This is a formal and respectful sign-off that can be used in various situations. It is suitable for both internal university communications and external emails to potential employers. Using "Sincerely" followed by your full name and email signature can convey professionalism and formality.

"Best Wishes" or "Best Regards": These options are more casual than "Sincerely" but still convey warmth and respect. They can be appropriate when you want to strike a friendly tone while maintaining professionalism. For example, when emailing a professor you are familiar with or reaching out to a potential employer.

"Thank You" or "Thanks": Expressing gratitude can be an effective way to end an email, especially when you are requesting information or assistance. Saying "Thank you" or "Thanks" followed by your name acknowledges the recipient's time and effort in reading your email.

"Warm Regards": This salutation style conveys friendliness and familiarity. It is suitable when you have an established relationship with the recipient, such as a professor whose class you have attended or with whom you have previously communicated. "Warm Regards" can be too casual for initial introductions or formal university communications.

"Respectfully": When you are reaching out to a professor for the first time or addressing someone with a higher position, using "Respectfully" followed by your name can be a polite and respectful choice. It conveys formality and deference without being overly casual.

"Cheers": While some may use "Cheers" as a sign-off, it can be considered too informal for university communications. It may be more suitable for personal emails or when you have a close relationship with the recipient and want to convey a positive and friendly tone.

Remember, the choice of salutation style depends on the context and audience. As a student, you may need to adapt your sign-off based on whether you are emailing a professor, a potential employer, or someone else. Additionally, consider the nature of your request and the tone you want to convey.

Email tone

When writing an email, it is important to consider your tone. This is especially true when writing as a student, as your emails can impact your future. College is a test drive for your professional life, and your emails can reveal a lot about your education, behaviour, and attention to detail. They can also help you to enhance your professional identity and show off your skills. Here are some tips to keep in mind when writing emails as a student:

Keep it Professional

Use a professional email address that contains your last name and initials. Avoid using a casual or funny email address when corresponding with faculty and staff. Your email signature should also be professional and include your full name, major, university name, and a photo. You can use an online email signature generator to create a balanced signature that includes all the necessary information.

Be Efficient

Keep your emails short and to the point. This demonstrates efficiency and shows that you respect the recipient's time. Avoid unnecessary embellishments and small talk, and focus on making your request or asking your question clearly and concisely.

Maintain a Respectful Tone

Use standard English and avoid exclamation points, emoticons, texting abbreviations, or coarse language. Be polite and respectful in your communication, even when asking for something. Instead of making demands, frame your requests as politely-worded questions.

Know Your Audience

When writing to professors or staff, include your student ID to make it easier for them to look up your records. You may also need to adjust your tone depending on whether you are writing to prospective undergraduate or graduate students, alumni, or donors.

Choose an Appropriate Sign-Off

The way you sign off your email can vary depending on the context and content of your message. "Sincerely" is a safe option that can follow any kind of email, but it may come across as too formal in some cases. Other options include "Best wishes", "Regards", or simply "Thanks". Avoid using sign-offs like "Cheers" that may transmit a mood that doesn't match the tone of your email.

Frequently asked questions