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Top Ten Scholarship Email Etiquette Tips

By Bridget Kulla

June 03, 2009

Email may be a quick way to communicate, but don’t forget your etiquette when emailing with admissions counselors, scholarship sponsors and financial aid officers. Make a good impression with these tips.

1. Do not type in all caps
Writing in caps makes it seem like you are shouting, and some readers find it more difficult to read. If you want to stress a point, opt for underlining or putting it in bold font.

2. Avoid abbreviations and emoticons
Including an abbreviation like “FYI” or “LOL” or an emoticon like “:)” may be okay in an email to a friend, but they are inappropriate in formal emails. You wouldn’t include smiley faces in an important letter, so don’t put them in your important emails.

3. Always fill in the subject line
Your email’s subject line is the first impression your recipient has of your email. Make your subject line a clear and meaningful reflection of your email.

4. Use a professional format
You may think using a colored or unusual font, or a formatted background design in your emails makes them stand out, but don’t use them with official emails. They’re not professional and they make your message hard to read.

5. Avoid sarcasm
It’s difficult to judge tone in an email. Don’t use ironic or sarcastic language that may not come across as you intended in writing.

6. Don’t use a “cute” email address for important emails
An email sent from sweetiepie07@aol.com will come across as unprofessional. Even if you have to create a new email account, use a more business-like address, like janesmith@aol.com, to be taken more seriously.

7. Make your email clear
Admissions counselors and scholarship sponsors receive a lot of emails. Make it easier for them to get your message by keeping a clear, concise format. Write short paragraphs and inlude a space between them so your reader can find the information they’re looking for quickly. Put your most important information in the first or second paragraph so your reader doesn’t have to scroll down to find it. Make your email as short and concise and possible; anything longer than half a page is too long.

8. Know when to pick up the phone or schedule a meeting
Email is convenient, but it shouldn’t completely replace phone calls or meetings. For important or complicated matters, pick up the phone.

9. Ask before sending a large attachment
Not only do attachments take up a lot of storage space in your recipient’s inbox, but many people won’t open attachments for fear of viruses. When possible, include all information in the body of your email. If you do need to send an attachment, ask the recipient if it’s okay.

10. Double check before hitting “send”
It only takes a few minutes to take another careful look at your email before you hit send but it could improve the impression your email makes. Use your computer’s spelling and grammar checks, but be aware that these don’t catch all mistakes.
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    GradMom7

    27 days ago

    I love these email tips! :)

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    Ms_JonesD

    7 months ago

    Very Informative. Although most of this information should be "common sense", it's nice to be able to read up on it as a refresher ;).

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    ROTCpanther

    7 months ago

    This is very infromational

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    AVIDROCKS

    almost 2 years ago

    Great tips and definitely useful ( :

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    toddandtoby

    over 2 years ago

    Thank you for your time and the opportunity to share my thoughts with all of you. I appreciate you immensely.

    My name is Pecola Colby. I am a student in my second year at South Puget Sound Community College in Olympia, Washington. I will have all requirements satisfied for an Associate of Arts Degree in Fall 2010. I will transfer to the University of Washington - Tacoma with my ultimate goal of a Doctorate Degree in Social Work.

    I am unemployed. I lost my home five years ago to foreclosure.

    As a single/divorced, head of household, African American woman, sixty-four years old, I am testimony to the challenges and yes resilience related to the being socioeconomically and ethnically challenged when comparing me to the dominant culture. My observation and/or perception with social services programs is that of a system at times, lacks fairness, responsiveness and accountability to some of the families they serve. I believe it is imperative that social workers remain accessible to families for support, to establish at all costs, courtesy with integrity and respect for all people regardless of race or culture. Trust is essential and this is one way to build trust. Further, it is necessary to take appropriate and necessary steps to become as proficient as possible on cultural beliefs with protocol, respect, sensitivity and with care, to recognize cultural barriers, to embrace cultural differences and to learn how best to develop the relationship in order to provide the best possible service care.

    My interest and passion then and now is to obtain a Doctorate Degree in Social Work. My heart's desire is to become a Social Worker because I am caring, compassionate, sensitive, and believe all families/people are significant, their voices count and should be heard. Further, obtaining an advance degree will allow me to have opportunities to embrace all families and cultures including attending to their needs and providing multiple levels for services with care. I envision my role as a Social Worker to be a voice for families as they journey through various programs for services and resources in order that they receive the very best with care. I will ensure families are not allowed to wander simply because they have come to believe no one cares about them or their well being. As a Social Worker, I will serve as an Advocate for families when necessary to ensure they receive the services and programs best for them. I will work with families to mobilize formal and informal resources; to support family development and to make certain families are on solid ground; to allow for flexibility; and to recognize emerging family needs and community issues.

    I began my educational pursuit with Fort Steilacoom Community College, now Pierce College in 1981-1982. It was an honor and privilege to begin my educational journey with Fort Steilacoom Community College. The instructors were personal, engaging and worked as closely as necessary with students to ensure successes in the classrooms. However, without family support, eventually I became overwhelmed in my attempt to carry alone all the family and household responsibilities and I had to place my educational dream pursuit on hold until NOW. At this time in my life, however there are no obstacles to deter or distract me from achieving a Doctorate Degree in Social Work. My vision is clear. I am determined to succeed AND I know I will be an asset as a Social Worker to any organization or organized structural body.

    From May 2004 to July 2008 I was employed with the Family Support Center in Olympia, Washington. I served as the Family Resource Specialist and assisted in meeting the needs of low-income families. My responsibilities were to work with families and support them in identifyng and prioritizing their needs. I helped them identify the most appropriate resources to meet those needs and empowered them to follow through in accessing those resources. I also served as an Advocate for families when necessary and worked with case managers from other agencies to ensure a complete network of services.

    My volunteerism also demonstrates my commitment to families and communities. I serve as a Volunteer with my church, New Life Baptist Church in Lacey, Washington in many roles and functions. I have successfully brought for five years with the assistance and support of a cadre of medical and non-medical volunteers, multiple services and programs to the immediate and surrounding communities in Thurston County, e.g. The Smilemobile, a mobile dental unit for children in low-income families, fifteen years old and younger, a "FREE" Back to School Physical Examination Day, Health Fairs, Walk-a-Thons, etc. I served as Chair-person for the Unity For Excellence Tutorial Program. I also serve as Chair-person for the Senior Adult Ministry. I am an Usher.

    My efforts were recognized in the community. In April 2004, I received the Making a Difference in The Life of a Child Award from Thurston County and in June 2004, I received the Unique Achievement Award from the Thurston County Council on Cultural Diversity.

    Again thank you for your time and this opportunity. Please know I am available to respond to any queries you may have for clarification. Further, please note any amount of financial support is most appreciative.

    Please contact me if necessary at: 9225 Windsor Ln., NE
    Apt E-103
    Olympia, WA 98516

    OR my email address is: pediandsons@comcast.net

    Respectfully,

    Pecola Colby

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    twilli06

    over 2 years ago

    Thank you for the wonderful tips.

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    Catherine09

    over 2 years ago

    that's all really true & good stuff to keep in mind.

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    Art1991

    over 2 years ago

    Thats really good information. It really lends a helping hand.
    Thank you!

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    missu07

    over 2 years ago

    Very beneficial...

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    SooInJ

    over 2 years ago

    wow.. totally agree! this is a thing!

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    MaciB4

    over 2 years ago

    I agree. should be common sense but it is very important to read. Thanks!

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    VanV20

    over 2 years ago

    nice entry!

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    MorganM805

    over 2 years ago

    Well written even though all this should be common sense.

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    tori_young

    over 2 years ago

    Thanks for the tips they are going to be useful to me in many ways.

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    dracchemist

    over 2 years ago

    thanks, im gonna take advantage of this!!!