Professional email writing
35 min · Beginner
Need help? Ask a tutor on WhatsApp (opens in a new tab)During placements, your emails to the TPO, recruiters and HR are often the first thing they read from you. A busy reader is checking one thing: can I understand who this is and what they need without writing back?
Subject lines that say what the email is about
A subject line is the one-line title of an email. A good one tells the reader the purpose, the role or drive and your name, in under about 60 characters so it is not cut off on phones.
Recruiters and TPOs get hundreds of emails. "Regarding" or "Hi sir" gets lost; "Interview reschedule request - Python Developer - Asha Rao" gets read and found again later.
Example 1 · Vague subject lines rewritten
Vague: "Hi sir"Clear: "Query on eligibility for Infra Corp drive - Rahul Verma, ECE"Vague: "Regarding interview"Clear: "Reschedule request - Python Developer interview - Asha Rao"Vague: "Offer"Clear: "Offer acceptance - Graduate Engineer Trainee - Asha Rao"Vague: "URGENT!!! PLEASE REPLY"Clear: "Follow-up: documents for joining on 1 July - Asha Rao"Purpose - role or drive - your name Short enough to read on a phone; no all-caps, no "URGENT"
What this code does
- Each clear subject answers "what is this about and from whom?" without opening the email.
- Putting the purpose first lets the reader sort emails quickly.
- All-caps and "URGENT" look like shouting and usually slow a reply down.
Build the subject in this order:
- Purpose first: "Offer acceptance", "Reschedule request", "Query".
- Then the role, drive or date.
- Then your name (and college or roll number if useful).
- No "URGENT", no all-caps, no emojis.
Predict the output
Pick the best subject line
Read what the email is about and choose the subject line a recruiter will read.
Round 1 of 3
Which subject line is best?
Templates for emails to the TPO, recruiters and HR
The TPO (Training and Placement Officer) is the college officer who runs campus drives and company contacts. Emails to the TPO and to recruiters follow one fixed template: greeting, who you are, purpose, details, request, thanks, signature.
Use the same order every time. The TPO knows you by name and roll number; a recruiter or HR person usually does not, so the line about who you are matters more for them.
Example 2 · Email to the TPO
To: tpo@abcinstitute.exampleSubject: Query on eligibility for Infra Corp drive - Rahul Verma, ECEDear Prof. Kulkarni,I am Rahul Verma, final-year ECE, Roll No. 21EC032. The notice for theInfra Corp drive on 20 August lists "CSE and IT" as eligible branches.Could you please confirm whether ECE students with a CGPA above 7.5can also apply? My CGPA is 8.1.Thank you for your time.Regards,Rahul VermaFinal year ECE, Roll No. 21EC032+91 98XXXXXX21Greeting with name -> who I am -> what I saw -> one clear question -> relevant detail (CGPA) -> thanks -> signature
What this code does
- The TPO can answer in one line, because the question and the needed detail are both there.
- The roll number and branch let the TPO check records without writing back.
- One question per email gets faster answers than a long list of doubts.
Example 3 · Email to a recruiter after a referral
To: careers.recruiter@example.comSubject: Application - Python Backend Intern - referred by Karan MehtaDear Ms. Nair,Karan Mehta, a developer on your payments team, suggested I write toyou about the Python Backend Intern role (Job ID 4521).I am a final-year CSE student. I built a library management system inPython and Django with MySQL, and a REST API for hostel complaints.Both are on GitHub: github.com/asharao-example.My resume is attached. I would be glad to take any assessment.Thank you for considering my application.Regards,Asha Rao+91 98XXXXXX45- Subject names the role and the referrer - First line says how you got the contact - Two specific projects with links, not a list of skills - Attachment mentioned in the text, so it is not forgotten
What this code does
- The Job ID removes any doubt about which role you mean.
- The email is under 15 lines; the resume carries the details.
- Check the attachment before sending: "resume attached" with no file is a very common mistake.
Use "Dear Mr. Rao" or "Dear Ms. Iyer" when you know the name, and "Dear Hiring Team" when you do not. "Dear Sir/Madam" is acceptable in many Indian offices, but a name is always better.
Following up, rescheduling, accepting and declining offers
A follow-up is a polite reminder sent when you have not heard back by the promised time, or after about a week if no time was given. A reschedule request asks for a new slot with a reason and options.
Ask for a reschedule as early as you can, with a short, real reason such as an exam or illness, and two or three slot options.
Subject: Reschedule request - Python Developer interview - Asha RaoDear Ms. Iyer,Thank you for the interview invite for 14 March at 11:00. I have auniversity practical exam at that time. Could the interview be movedto one of these slots?- 15 March, any time after 2 pm- 16 March, 10 am to 1 pmI am sorry for the inconvenience and will adjust to any slot you suggest.Regards,Asha RaoAn offer acceptance confirms the role, the joining date and any documents. A decline thanks the company and says no clearly, without a long explanation. Before you accept or decline, check your college's placement rules: many colleges limit how many offers you may accept.
Example 4 · Accepting an offer
Subject: Offer acceptance - Graduate Engineer Trainee - Asha RaoDear Mr. Menon,Thank you for the offer letter dated 2 May for the role of GraduateEngineer Trainee at the Pune office.I am happy to accept the offer, with joining on 1 July as mentioned.I have attached the signed offer letter and will bring the documentslisted for joining day.Please let me know if anything else is needed from my side.Regards,Asha Rao+91 98XXXXXX45Role, location, joining date, signed letter attached, next steps
What this code does
- Repeating the role, location and date in writing avoids confusion later.
- Keep it short and warm; there is no need to explain why you accepted.
- Check your college's placement rules before you accept, since many limit offers per student.
Example 5 · Declining an offer politely
Subject: Offer response - Associate Software Engineer - Rahul VermaDear Ms. Das,Thank you for offering me the role of Associate Software Engineer andfor the time your team spent with me during the process.After careful thought, I have decided not to accept the offer, as Ihave accepted another role that matches my interest in backend work.I hope to stay in touch, and I am grateful for the opportunity.Regards,Rahul VermaThanks first -> a clear "no" -> one short reason -> keeps the door open
What this code does
- The decline is clear in one sentence; vague replies keep the recruiter waiting.
- One honest, short reason is enough; never criticise the company or the salary.
- Sending it quickly lets the company offer the role to someone else, which is the respectful thing to do.
Order of execution
Order of a reschedule request
Tap the parts of the email in the order they appear.
Tone, length and signatures
A signature is the block at the end of an email with your name and contact details, so the reader can reply or call you without searching.
Aim for polite and direct: "Could you please..." and "Thank you for...", with no slang ("pls", "thx", "bro") and no emojis. Keep most emails to 5 to 10 lines.
Regards,Asha RaoB.Tech CSE, Final year, Roll No. 21CS045ABC Institute of Technology, Pune+91 98XXXXXX45 | asha.rao@example.comlinkedin.com/in/asharao-exampleIf an email needs more, use short paragraphs or a short list.
Common mistakes and corrected versions
A common email mistake is anything that makes the reader work harder or think less of you: a vague subject, no greeting, text-message spelling, a missing attachment or a request with no detail.
Before you press Send, read the email once as the receiver. Check the name spelling, the attachment, dates and times, and whether the reader knows exactly what to do next.
Example 6 · A careless email and its corrected version
Before:Subject: (no subject)hi sir pls send interview link i didnt get it. urgent. thxAfter:Subject: Interview link not received - Python Developer, 12 June - Asha RaoDear Mr. Shah,I am scheduled for the Python Developer interview on 12 June at 10:00.I have not received the meeting link yet and have checked my spamfolder as well. Could you please share it?Thank you.Regards,Asha Rao+91 98XXXXXX451. Added a clear subject with role, date and name 2. Added a greeting with the person's name 3. Full words instead of "pls", "thx", "didnt" 4. Gave the details (role, date, time) so the link can be found 5. Removed "urgent"; the date already shows the timing
What this code does
- The "before" email forces the recruiter to search for who Asha is and which interview she means.
- Mentioning the spam folder shows you checked first, which saves a back-and-forth.
- The corrected email is still short: five lines of body text.
Find the bug
Fix the careless email
Tap the line that makes the email sound careless or rude.
Which line breaks the tone rule?
Round 1 of 3Next step
Check your understanding
12 quick questions