As a writer, one of the most daunting tasks can be submitting your work for publication. It’s easy to get overwhelmed and unsure of where to start. But don’t worry, because I’m here to help you tackle this challenge with ease. In this article, I’ll be sharing a submission email sample and tips for crafting your own emails to literary agents, editors, and publishers. Whether you’re a newbie or a seasoned writer, you’ll find examples here that you can tailor to fit your needs. Get ready to take the first step towards getting your work out into the world!
The Best Structure for a Submission Email
Submitting an article, application, or proposal can be a daunting task. You want to make sure your submission catches the attention of the recipient and stands out from the crowd. While the content of your submission is crucial, the structure of your submission email is equally important.
Here are some tips for crafting the best structure for a submission email:
1. Subject Line
The subject line should be clear and specific, so the recipient knows exactly what to expect. Avoid using vague or general subject lines, like “Submission” or “Article.” Instead, use descriptive language to help your submission stand out, such as “New Article: The Benefits of Yoga for Mental Health” or “Application: Marketing Coordinator Position.”
The introduction should be brief and to the point. Start by introducing yourself and your purpose for submitting the email. Express your gratitude for the opportunity and briefly summarize the content of your submission.
The body of the email is where you can provide more detail about your submission. Use clear and concise language to convey your message effectively. Keep in mind that the recipient may be receiving multiple submissions, so it’s essential to keep your email brief and focused.
4. Supporting Materials
If your submission includes any supporting materials such as documents or attachments, make sure to mention them in the email body. Provide clear instructions on how the recipient can access or download the materials.
The closing should be polite and professional. Thank the recipient for their time and consideration and express your enthusiasm for the opportunity. Provide your contact information and encourage the recipient to reach out to you if they have any questions or require any further information.
In conclusion, crafting the perfect submission email requires careful consideration of its structure. By following the tips outlined above, you can ensure that your submission email stands out from the crowd and catches the recipient’s attention. Remember, it’s not just about the content of your submission; it’s about how you package and present it.
Submission Email Samples
Recommendation for Employment
Dear Hiring Manager,
I am writing to recommend [Name] for the position of [Job Title] in your company. [Name] has worked with me for [Number of years] years and has proved to be a diligent and hardworking employee. [He/She] possesses excellent communication skills, professionalism, and attention to detail, which makes [him/her] a perfect fit for the responsibilities of the position.
During [his/her] tenure with [Company name], [Name] held the position of [Job title] and demonstrated [specific skills and accomplishments]. [He/She] consistently met and exceeded expectations in [his/her] work output, and [his/her] colleagues admired [his/her] work ethics and positive attitude in the workplace.
I firmly believe that [Name] would make an excellent addition to your team, and I highly recommend [him/her] for this position.
Thank you for considering [Name] for the job. Please do not hesitate to contact me if you need any further information or clarification.
Recommendation for Higher Education
Dear Admissions Committee,
I am writing this letter to recommend [Name] for admission to your [Program name] program. [Name] has been a diligent student under my supervision, and [he/she] exhibits an incredible passion for academic excellence. [He/She] is an intelligent and curious individual with an excellent work ethic and the necessary skills to succeed in graduate school.
During [his/her] tenure with [Institution name], [Name] held the position of [Job title/Program] and demonstrated [specific skills and accomplishments]. [He/She] has also been instrumental in [specific achievements that show why he/she stands out].
I am confident that [Name] has the characteristics and skills required to succeed in your graduate program and would highly recommend [him/her] for admission. [His/Her] diligence, attention to detail, and dedication to excellence make [him/her] an asset to any institution, and I am confident that [he/she] will make a meaningful contribution to [program name].
Please do not hesitate to contact me if you need any further information about [Name]. Thank you for considering [his/her] application.
Recommendation for Promotion
Dear [Name of the Manager],
I highly recommend that [Employee name] be promoted to the position of [Job title]. [He/She] has been working under my supervision for [Number of years/months/weeks], and I can say without any doubt that [he/she] has developed the skills and ability that are required for the position.
[Employee name] has consistently demonstrated the commitment, dedication, and work ethic necessary to succeed in this role. [He/She] has performed exceptionally well and has consistently exceeded expectations in [specific responsibilities]. [He/She] has also taken initiatives to improve [specific strengths and achievements].
[Employee name] has the qualifications and skills required to succeed in [Job title], and [he/she] is an asset to our team. [His/Her] strong work ethic and passionate approach to [specific duties] make [him/her] a perfect fit for the position.
I strongly support [Employee name]’s promotion and highly recommend [him/her]. Thank you for considering [him/her] for the position.
Requesting Recommendation for Higher Education
Dear [Name of the Professor/Mentor],
I am writing this letter to request your recommendation for my application to [Program name] graduate program at [Institution name]. [I/We] highly value your expertise and guidance in [field], and [I/we] believe that your recommendation would greatly enhance [my/our] chances of admission.
During [my/our] time at [Institution name], [I/we] have had the privilege of taking several courses with you and have benefited tremendously from your mentorship, expertise, and curriculum. [I/We] have developed a passion for [field] under your guidance, and [I/we] have worked hard to excel in [specific achievements].
[I/We] firmly believe that [my/our] academic background, interest, and potential would make [me/us] a suitable candidate for the [Program name] Graduate Program. [I/We] would be honoured to receive your recommendation in support of [my/our] application.
Thank you for taking the time to consider [my/our] request. [I/We] appreciate your assistance and guidance.
Recommendation for Volunteer Activity
Dear [Volunteer Coordinator name],
I am writing this letter to recommend [Name of the Volunteer] for [Activity‐name] [Activity type] volunteer position at [Organization name]. [Name of the Volunteer] has been an exceptional volunteer with [Organization name], and [he/she] has displayed a high degree of diligence, responsibility, and dedication to [specific responsibilities/characteristics].
[Name of the Volunteer] has been volunteering with us for more than [Number of months/years], and [he/she] has been instrumental in [specific responsibilities or projects]. [His/Her] enthusiasm, hard work, and dedication to [the Organizational Goal or Objective] has contributed significantly to our organization’s success.
[Name of the Volunteer] has gained tremendous experience working with us, and [his/her] skills and passion have been instrumental in our team’s success. [He/She] has been an outstanding team player, mentor, trainer, and motivator, and [his/her] contributions have been critical to our mission.
I highly recommend [Name of the Volunteer] for the [Activity name] volunteer role. [He/She] would be a great addition to any team, and [I/We] firmly believe that [he/she] will add tremendous value to your organization.
Please do not hesitate to contact me if you need any further information or clarification.
Recommendation for Awards and Recognition
Dear [Name of the Awards Committee],
[I/We] are writing this letter to nominate [Name of the Nominee] for [Award name(s)] [Type of Awards] in recognition of [his/her] outstanding achievement in [specific achievement]. [Name of the Nominee] is a deserving candidate, and [I/we] believe that [his/her] contribution is essential to [the specific accomplishment or achievement that prompted the nomination].
[Name of the Nominee] has demonstrated an exceptional work ethic, attention to detail, and a commitment to excellence that has set [him/her] apart. [His/Her] skills and dedication to [Industry/Subject area] have been unmatched, and [he/she] has achieved [specific accomplishments or milestones].
[Name of the Nominee] is a tireless and passionate individual who is never satisfied with the bare minimum. [He/She] consistently goes above and beyond established standards to ensure [specific outstanding achievements that set the candidate apart from others]. [His/her] ingenuity and hard work had [specific positive impacts], and [he/she] is greatly deserving of this recognition.
We encourage you to consider [Name of the Nominee] for [Award name(s)] in recognition of [his/her] outstanding achievements. Your recognition would signify an acknowledgment of [his/her] hard work, persistence, and the great contributions [he/she] has made to the [Industry/Subject Area.]
Thank you for taking the time to consider this nomination, and we look forward to hearing from you.
Recommendation for Internship
Dear [Internship Manager name],
I am writing this letter to highly recommend [Name of the Candidate] for the [Internship Position name] in your organization. [Name of the Candidate] is a highly motivated and diligent student who has displayed a strong commitment to academic excellence and professional growth.
[Name of the Candidate] has been an outstanding student under my supervision, and [he/she] exhibits a clear passion for [Specific area of expertise]. [His/Her] knowledge, skills, and the multi-disciplinary approach towards [Specific area of expertise] would be a significant asset to your team.
[Name of the Candidate] has demonstrated [specific skills and abilities] throughout [his/her] academic pursuit, and [his/her] practical experience in [specific skills and abilities required for the internship position] significantly strengthens [his/her] candidacy. [He/She] has been active in [specific extracurricular activities and achievements], which further indicates that [he/she] possesses a creative, empathetic, and collaborative mindset.
I am confident that [Name of the Candidate] will make a terrific intern and an asset to your organization. [His/Her] strong work ethic and ability to handle challenges will make [him/her] a valuable part of your team.
Thank you for your consideration, and please do not hesitate to contact me if you have any further questions.
Tips for Writing a Strong Submission Email Sample
The submission email is your first chance to make a good impression on the recipient. Whether you’re submitting a pitch for an article, a proposal for a project, or an application for a job, your email needs to be professional and engaging. Here are some tips to help you craft a strong submission email:
- Get to the point quickly: The recipient of your email likely receives dozens (if not hundreds) of emails every day. Cut to the chase and make sure your email is concise and to the point. State the purpose of your email in the first sentence or two.
- Make it personal: Address the recipient by name and mention something specific that shows you’ve done your research. For example, if you’re submitting a pitch for an article, mention a recent piece they wrote that you enjoyed reading. This helps establish rapport right off the bat.
- Show your enthusiasm: If you’re genuinely excited about the opportunity you’re submitting for, don’t be afraid to show it! Enthusiasm is infectious and can go a long way toward convincing the recipient to take a closer look at what you’re offering.
- Highlight your relevant experience: If you have some relevant experience that makes you uniquely qualified for the opportunity, make sure to highlight it. Be specific about what you’ve done and how it relates to the opportunity at hand.
- Proofread for errors: Nothing will turn off a recipient faster than an email riddled with typos and grammatical errors. Take the time to proofread your email carefully before hitting send.
By following these tips, you’ll be well on your way to crafting a submission email that stands out from the crowd.
Submission Email Sample FAQ
What should I include in my submission email?
You should include your name, contact information, a brief introduction of yourself, a summary of your submission, and any applicable attachments or links.
How should I format my submission email?
You should use a professional and clear format, including a clear subject line and proper grammar and punctuation.
Can I include multiple submissions in one email?
It is best to send one submission per email so that you can clearly identify and track each submission.
How should I address the recipient of my submission email?
You should use a professional and appropriate salutation, such as “Dear [Name]” or “Hello [Title].” Avoid using casual language or slang.
What is the best time to send a submission email?
It is recommended to send your submission email during regular business hours on a weekday, avoiding holidays and weekends.
Should I follow up on my submission email?
If you have not received a response after a reasonable amount of time, it is appropriate to follow up with a polite inquiry. However, avoid being pushy or impatient.
Can I send a reminder email?
You can send a reminder email if you have not received a response after following up. However, avoid sending too many reminders and be mindful of the recipient’s workload and priorities.
How long should my submission email be?
Your submission email should be concise and to the point, ideally no more than a page in length. Highlight the most relevant and important information.
Should I include a call to action in my submission email?
It is a good idea to include a clear call to action, such as a request for a meeting or feedback, in your submission email. This will help encourage the recipient to take action.
Wrapping it Up
Congratulations! You made it to the end of this submission email sample article! Hopefully, you found it helpful and informative. Now it’s time for you to go out there and submit your work with confidence. Remember to always be professional yet authentic with your tone, make your subject line eye-catching, and double-check for any errors before hitting send. Thanks for reading and don’t forget to come back for more writing tips and tricks in the future. Happy submitting!