Email Etiquette

PreviousExample Emails NextWhat is marketing, and what makes good marketing?

Last updated 5 years ago

Was this helpful?

Email Etiquette

Proper email etiquette is essential to representing DAQRI well and achieving your goals within the university. You may have to reach out to school administrators who you do not know to plan an event, get more information, or form a relationship. Use the following tips and examples to guide your initial conversation:

Emailing to Partner with a Student Org

Dear ACM President,
My name is Samantha and I am the DAQRI Student representative at USC. DAQRI is a Los Angeles startup that builds next generation hardware and software for augmented reality. One of DAQRI products, the Smart Helmet, is shaking up the wearable tech industry (check it out here: )!
I would love the opportunity to speak with you about a partnership between ACM and DAQRI for the upcoming year. DAQRI is excited about the possibility of offering hardware, technical workshops and hackathons to your members.
Would you be available this week to meet for coffee at the Starbucks on campus?
Best,
Samantha Jones
DAQRI Campus Rep | | 999.888.7777

Notes about this email

Email gives a background on what DAQRI is and offers a link for more information
The email gives a quick pitch about what it can offer to the organization’s members
There is a general time frame and a suggested location to meet, making it easier for the student to say yes without too many follow up questions

Emailing Faculty:

Professor Garcia,
My name is Samantha and I am the student representative for DAQRI, a Los Angeles based, augmented reality startup. I am reaching out to ask if I may make an announcement to your Mechanical Engineering 302 class next Tuesday, January 15th, about an upcoming workshop I am hosting on campus. The workshop will focus on the production process for DAQRI’s Smart Helmets (see link here: ). The workshop will complement your current curriculum, and I think it would be a great outside learning experience for your students.
My announcement would only take 5 minutes at the very beginning of the class, and I would be handing out flyers. If you need more information, I would be glad to attend your office hours as well.
Thank you so much for your time!
Best,
Samantha Jones
DAQRI Campus Rep | | 999.888.7777

Notes about this email

Faculty members, especially professors, must be addressed by their titles
The email gives a good description of what the announcement would entail and when exactly it would be.
The email is sent a week in advance.
The email has a link to DAQRI’s website, which can provide further context.
The email gives a pitch to the faculty member about why this is worth his/her time.

Emailing to book a room:

Mr. Jenson,
My name is Samantha and I am a USC student representative of DAQRI, an LA startup. I would like to book room 101 in Hoffman Hall for a tech talk. Below are the details of the event:
Event Name: “What is Augmented Reality, with DAQRI”
Organizer: Samantha Jones
Date: March 3rd, 2016
Time: 6pm - 10pm (event is 7pm - 9pm, but we would like an hour for setup/cleanup)
Location: Hoffman Hall - Room 101
Expected Attendance: 85 people
Needs: AV, one table in the back (for check in), two microphones
Is the room available for the date/time and requirements listed above? Please let me know if you need further information.
Thank you,
Samantha Jones

Notes about this email

The event needs are clearly bulleted. For this type of email, it is essential that all of the above information makes its way into your email.
The email offers a chance for the staff member to ask for more information
The email should be sent two weeks in advance

Emailing to schedule a meeting:

Ms. Burgland,
My name is Samantha and I am a student representative for DAQRI, a Los Angeles based, augmented reality startup. I was told by Professor Wellner that you are a PhD student researching augmented reality in childhood development. I would love the opportunity to meet with you to learn about your studies and possibly interview you about your experience working with AR.
Would you be available to meet later this week for coffee? My Thursday is completely free after 2pm and my Friday is free from 10am to 2:15pm.
Best,
Samantha Jones

Notes about this email

The email stated a few different times/days to meet. This technique is more efficient that just asking “When would you be available to meet” because it allows for the email recipient to just look in her calendar for the dates that you have already mentioned you’re free. this minimizes email communication and makes it easier for your recipient to say yes.
The email gives a brief explanation of how the recipient's contact information was found. This provides a bit more context for why you may be reaching out.

Emailing to get your event marketed

Mr. Freeman,
I am hosting an event next week for a technical workshop on ARToolKit. Could you please send this email announcement within the next couple of days to all undergraduate students studying computer science?
Announcement:
Interested in learning how to build augmented reality applications? ARToolKit by DAQRI is the world's leading development platform for building AR apps. Get started with a hands on workshop for building your first ever AR application! (check out Daqri here: http://daqri.com/)
Thursday, December 4th | 6pm to 9pm | Jefferson Building, Room 300
Space is limited! Please RSVP at: google.com/form/artoolkit_workshop
If you have any questions about the event, please email sjones@usc.edu.
Dinner Provided!
-- end of announcement--
Thank you,
Samantha Jones

Notes about this email

This is a very straight forward email and mainly shows exactly what needs to be on the announcement: Quick pitch, an image/event advertisement, date, time, RSVP link, a mention of dinner, and the contact information
The email is sent a week in advance and mentions that it needs to be sent in the next couple of days
Email is specified to be sent to a set demographic: CS Undergraduates
Form examples for the RSVP can be seen in the Resource section.

PreviousExample Emails NextWhat is marketing, and what makes good marketing?

Last updated 5 years ago

Was this helpful?

Emailing to Partner with a Student Org

Dear ACM President,
My name is Samantha and I am the DAQRI Student representative at USC. DAQRI is a Los Angeles startup that builds next generation hardware and software for augmented reality. One of DAQRI products, the Smart Helmet, is shaking up the wearable tech industry (check it out here: )!
I would love the opportunity to speak with you about a partnership between ACM and DAQRI for the upcoming year. DAQRI is excited about the possibility of offering hardware, technical workshops and hackathons to your members.
Would you be available this week to meet for coffee at the Starbucks on campus?
Best,
Samantha Jones
DAQRI Campus Rep | | 999.888.7777

Notes about this email

Email gives a background on what DAQRI is and offers a link for more information
The email gives a quick pitch about what it can offer to the organization’s members
There is a general time frame and a suggested location to meet, making it easier for the student to say yes without too many follow up questions

Emailing Faculty:

Professor Garcia,
My name is Samantha and I am the student representative for DAQRI, a Los Angeles based, augmented reality startup. I am reaching out to ask if I may make an announcement to your Mechanical Engineering 302 class next Tuesday, January 15th, about an upcoming workshop I am hosting on campus. The workshop will focus on the production process for DAQRI’s Smart Helmets (see link here: ). The workshop will complement your current curriculum, and I think it would be a great outside learning experience for your students.
My announcement would only take 5 minutes at the very beginning of the class, and I would be handing out flyers. If you need more information, I would be glad to attend your office hours as well.
Thank you so much for your time!
Best,
Samantha Jones
DAQRI Campus Rep | | 999.888.7777

Notes about this email

Faculty members, especially professors, must be addressed by their titles
The email gives a good description of what the announcement would entail and when exactly it would be.
The email is sent a week in advance.
The email has a link to DAQRI’s website, which can provide further context.
The email gives a pitch to the faculty member about why this is worth his/her time.

Emailing to book a room:

Mr. Jenson,
My name is Samantha and I am a USC student representative of DAQRI, an LA startup. I would like to book room 101 in Hoffman Hall for a tech talk. Below are the details of the event:
Event Name: “What is Augmented Reality, with DAQRI”
Organizer: Samantha Jones
Date: March 3rd, 2016
Time: 6pm - 10pm (event is 7pm - 9pm, but we would like an hour for setup/cleanup)
Location: Hoffman Hall - Room 101
Expected Attendance: 85 people
Needs: AV, one table in the back (for check in), two microphones
Is the room available for the date/time and requirements listed above? Please let me know if you need further information.
Thank you,
Samantha Jones
DAQRI Campus Rep | | 999.888.7777

Notes about this email

The event needs are clearly bulleted. For this type of email, it is essential that all of the above information makes its way into your email.
The email offers a chance for the staff member to ask for more information
The email should be sent two weeks in advance

Emailing to schedule a meeting:

Ms. Burgland,
My name is Samantha and I am a student representative for DAQRI, a Los Angeles based, augmented reality startup. I was told by Professor Wellner that you are a PhD student researching augmented reality in childhood development. I would love the opportunity to meet with you to learn about your studies and possibly interview you about your experience working with AR.
Would you be available to meet later this week for coffee? My Thursday is completely free after 2pm and my Friday is free from 10am to 2:15pm.
Please feel free to check out DAQRI’s work here: and thank you so much for your time!
Best,
Samantha Jones
DAQRI Campus Rep | | 999.888.7777

Notes about this email

The email stated a few different times/days to meet. This technique is more efficient that just asking “When would you be available to meet” because it allows for the email recipient to just look in her calendar for the dates that you have already mentioned you’re free. this minimizes email communication and makes it easier for your recipient to say yes.
The email gives a brief explanation of how the recipient's contact information was found. This provides a bit more context for why you may be reaching out.

Emailing to get your event marketed

Mr. Freeman,
I am hosting an event next week for a technical workshop on ARToolKit. Could you please send this email announcement within the next couple of days to all undergraduate students studying computer science?
Announcement:
Interested in learning how to build augmented reality applications? ARToolKit by DAQRI is the world's leading development platform for building AR apps. Get started with a hands on workshop for building your first ever AR application! (check out Daqri here: http://daqri.com/)
Thursday, December 4th | 6pm to 9pm | Jefferson Building, Room 300
Space is limited! Please RSVP at: google.com/form/artoolkit_workshop
If you have any questions about the event, please email sjones@usc.edu.
Dinner Provided!
-- end of announcement--
Thank you,
Samantha Jones
DAQRI Campus Rep | | 999.888.7777

Notes about this email

This is a very straight forward email and mainly shows exactly what needs to be on the announcement: Quick pitch, an image/event advertisement, date, time, RSVP link, a mention of dinner, and the contact information
The email is sent a week in advance and mentions that it needs to be sent in the next couple of days
Email is specified to be sent to a set demographic: CS Undergraduates
Form examples for the RSVP can be seen in the Resource section.