1. Your Contact Information (Top Left):
* Your Full Name
* Your Mailing Address
* Your Phone Number
* Your Email Address
2. Date (Below your contact information):
* [Month Day, Year] (e.g., October 26, 2023)
3. Professor's Contact Information (Below the date):
* Professor [Professor's Last Name]
* [Professor's Title]
* [Department Name]
* [University Name]
* [University Address]
4. Salutation (Below the professor's contact information):
* Formal: "Dear Professor [Professor's Last Name]," (Use this unless you have been explicitly told to use a different form of address)
* Slightly less formal (if you've had some interaction): "Dear Professor [Professor's Last Name]," or "Dear Dr. [Professor's Last Name]," (If you know they prefer Dr.)
5. Body of the Letter (Below the salutation):
* Paragraph 1: Introduction: Clearly state your purpose for writing. Be concise and direct. Mention how you learned about the professor (e.g., through a mutual acquaintance, their research, a class).
* Subsequent Paragraphs: Develop your points, providing relevant details and context. Maintain a formal and respectful tone. Use complete sentences and avoid slang or informal language.
* Final Paragraph: Conclusion: Summarize your request or main points and express your gratitude for their time and consideration. Clearly state what action you expect from the professor (e.g., a response by a certain date, an interview).
6. Closing (Below the body):
* Formal: "Sincerely," or "Respectfully,"
* Slightly less formal (but still professional): "Regards,"
7. Signature (Below the closing):
* Handwrite your full name above your typed name.
8. Typed Name (Below your signature):
* [Your Full Name]
Example:
Your Full Name
Your Mailing Address
Your Phone Number
Your Email Address
October 26, 2023
Professor Smith
Professor of Biology
Department of Biological Sciences
University of Example
123 Example Avenue
Example City, CA 12345
Dear Professor Smith,
I am writing to express my strong interest in your research on [Professor's research area]. I am a [Year] in the [Major] program at [University Name], and I have been particularly impressed by your work on [Specific publication or project].
[Body paragraphs detailing your interest, qualifications, and request – e.g., requesting an informational interview, applying for a research assistantship, etc.]
Thank you for considering my request. I have attached my resume for your review and look forward to hearing from you soon.
Sincerely,
[Your Handwritten Signature]
Your Full Name
Remember to proofread carefully for any grammatical errors or typos before sending the letter. A well-written and formatted letter demonstrates professionalism and respect.