How to impress with your emails

Whether you are writing to a contact person of the University of Stuttgart, of a municipal authority or to a potential employer – by following some basic formal rules, you will make a professional impression with your emails.

Step 1: Formatting

Use a professional email address: Ideally, you should use an email address, which contains your full name. If you are a student of faculty 5, please always use your student email address (e.g. to contact a person or institution of the University of Stuttgart for reasons of data protection.

Address your e-mail to only one (!) contact person.

Stick to a professional, uniform appearance.

  • Dos: Choose a conservative font style such as Times New Roman or Arial and black or blue as font colors.
  • Don’ts: Do not just copy and paste text passages into your email without adjusting the font style and color.

Use a short, informative subject line.

  • Dos: Shortly summarize your request using specific keywords, e.g. “Question regarding admission requirements M.Sc. Computer Science”.
  • Don’ts: Do not use subject lines like “Question on important matter”, “Query” or “Application” – they are too vague.

Step 2: Content and style

Start your email with a proper salutation: Always open an email with a proper salutation (Dear Sir or Madam / Dear Ms. … / Dear Mr. …) and address your recipient – if known – with their names and academic titles (Dr., Prof. etc.).

  • Dos: Enter the first name in a search engine, if you are not sure whether your recipient is male or female.
  • Don’ts: Neither use an informal greeting such as "Hi" or "Hello" nor address someone with her/his first name if you are not well acquainted with her/him.

Shortly introduce yourself in the first paragraph and sum up your inquiry in one or two sentences, e.g.: "I am [first and last name], a student of the master’s program Electrical Engineering (EENG), and I would like to write my master’s thesis on the topic […] at your institute."

Maintain a concise style and get to the point.

  • Dos: Always be specific – e.g. explain, what you are interested in specifically or want to know and why ("I would like to study at the University of Stuttgart because …")
  • Don’ts: Avoid empty phrases (in German: "Floskeln"), like "I would like to study at your reputable university", and do not use slang.

End your email with a proper closing.

  • Dos: Good formulations are: "Kind regards", "Yours sincerely" etc.
  • Don'ts: Do not urge your addressees to respond e.g. "as soons as possible" or "promptly" at the end of your emails. They usually receive a lot of emails every day, which are costumarily answered chronologically.

Step 3: Example

Subject line: Question regarding language requirements M.Sc. Computational Linguistics


Dear Ms. Doe,

my name is [first and last name] and I would like to apply for the master's program Computational Linguistics. I have a question concerning the language requirements of this study program.

On the website of M.Sc. Computational Linguistics it says that for example an IELTS Band 7 or TOEFL iBT score 95 is required. Will the IELTS indicator be accepeted as well? Furthermore, I would like to know if a German language proficiency will be needed as I could not find any information on this.

Thank you in advance.

Kind regards
[First and last name]

Contact us


International Service Point (ISP) – Faculty 5

Pfaffenwaldring 47 | Room 4.270 , Stuttgart

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