Writing a professional email is an essential skill for students, job seekers, and bursary applicants. Whether you’re contacting a university lecturer, a potential employer, or a financial aid organisation, your email is often their first impression of you. A well-written message can help you stand out in a positive way, while a careless one could damage your chances.
How to Write a Professional Email to a Lecturer, Recruiter or Bursary Provider
This guide explains how to write a professional email step by step, with tips tailored for communicating with lecturers, recruiters, and bursary providers.
1. Use a Professional Email Address
Start with a clear, appropriate email address. If you’re still using something like “cooldude123@email.com,” it’s time for an update. Your email should include your name, such as:
Avoid nicknames or slang, and never use an email that sounds unprofessional.
2. Use a Clear and Specific Subject Line
The subject line tells the recipient what your email is about. Keep it short and direct:
- Request for Appointment – Final Year Student Seeking Guidance
- Application for Marketing Internship – June 2025 Intake
- Follow-Up on Bursary Application: Ref #456789
Avoid vague subject lines like “Hi” or “Urgent.”
3. Start with a Formal Greeting
Use a respectful greeting that includes the person’s title and surname. For example:
- Dear Professor Nkosi
- Dear Dr. van der Merwe
- Dear Ms. Dlamini
- Dear Sir/Madam (only if you do not know the person’s name)
Avoid using informal greetings like “Hey” or “Hi there.”
4. Introduce Yourself Briefly
If the person doesn’t know you, provide a short introduction:
My name is Ayanda Sibeko, and I am a second-year Accounting student at the University of Johannesburg.
For recruiters or bursary providers, mention your background:
I recently completed my matric with distinctions in Mathematics and Physical Sciences, and I am currently applying for bursaries in Engineering.
5. State Your Purpose Clearly
Be direct about why you’re writing. Whether you’re requesting information, applying for a bursary, or following up, get to the point quickly:
I am writing to inquire about available internship opportunities for the July intake.
I would like to request a reference letter for my Honours application.
I am following up on the bursary application I submitted on 3 May 2025.
6. Keep It Short and Structured
Keep your email concise—most professionals are busy and appreciate clear communication. Use short paragraphs and, if necessary, bullet points. Avoid slang, emojis, or informal language. If you’re attaching documents, mention them:
Please find my CV and academic transcript attached to this email.
7. Close Professionally
End your email with a polite closing and your full name. Some good closing lines include:
- Thank you for your time and consideration.
- I look forward to your response.
- Please let me know if you need any additional information.
Use a formal sign-off:
- Kind regards
- Sincerely
- Yours faithfully (if using “Dear Sir/Madam”)
Include your full name, student number (if applicable), and contact details below your name:
Kind regards
Sipho Mthembu
Student Number: 20234567
082 123 4567
8. Proofread Before Sending
Always read over your email before hitting send. Check for:
- Spelling and grammar mistakes
- Correct recipient and subject line
- Appropriate tone
- Proper attachments (if mentioned)
Use tools like spellcheck or Grammarly, or ask someone to review your message.
9. Respond Promptly and Professionally
If the person replies, respond within 24–48 hours. Keep your tone professional in all follow-up emails. Even a simple “Thank you for your response” shows appreciation and good communication skills.
Example Email
Subject: Application for 2025 Engineering Bursary – Sipho Mthembu
Dear Sir/Madam,
My name is Sipho Mthembu, and I am a Grade 12 learner at Gauteng Science High School. I am writing to apply for the 2025 Engineering Bursary as advertised on your website.
I have attached my completed application form, certified ID copy, academic results, and proof of residence for your consideration. I am passionate about pursuing a career in Civil Engineering and believe this bursary will help me achieve my academic goals.
Thank you for your time. I look forward to your response.
Kind regards
Sipho Mthembu
072 345 6789
Also check: How to Improve Your Writing Skills for Assignments and Essays
Mastering professional email writing is a simple yet powerful way to make a great impression. Whether you’re asking for help, applying for opportunities, or building professional relationships, a clear and respectful email opens doors.
