Submitting your thesis is a huge accomplishment! It’s the culmination of all your hard work and research. One of the final steps is often sending an email to your advisor or the relevant department. Knowing How To Send An Email Submitting A Thesis properly is key to making sure your work gets received and processed smoothly. This guide will help you navigate the email submission process and make a great impression.
Crafting Your Submission Email: A Step-by-Step Guide
Before you hit that “send” button, let’s make sure your email is perfect. Think of it as a cover letter for your thesis! Here’s a breakdown of what to include:
First, you need a clear and concise subject line. This helps the recipient quickly understand what the email is about. Consider using something like “Thesis Submission - [Your Name] - [Your Student ID]”. Second, always start with a polite greeting, like “Dear Professor [Professor’s Last Name]” or “Dear [Department Name] Staff.”
Next, the body of your email should be clear and to the point. Briefly state that you are submitting your thesis, include the title of your thesis, and the date. It’s also helpful to mention the file format you’re using (e.g., PDF). Additionally, include a few of these things:
- A brief thank you to your advisor for their guidance.
- Confirmation that you’ve met any specific submission requirements.
- A closing phrase, such as “Sincerely,” or “Best regards,” followed by your name and contact information.
Finally, double-check everything! Make sure your thesis is attached correctly, the email address is accurate, and there are no typos or grammatical errors. Proofread your email carefully. This shows professionalism and attention to detail. Remember, this email is part of your final assessment.
Email Examples: Getting it Right
Email to Your Advisor for Thesis Submission
Subject: Thesis Submission - Jane Doe - 1234567
Dear Professor Smith,
Please find attached my thesis, “[Thesis Title]”, for your review.
I have completed all the necessary revisions and am submitting the final version.
Thank you for your invaluable guidance and support throughout this process.
Sincerely,
Jane Doe
123-456-7890
Email to the Department for Thesis Submission
Subject: Thesis Submission - John Smith - 9876543
Dear Graduate Studies Department,
I am submitting my thesis, “[Thesis Title]”, as a PDF attachment.
I have ensured that all formatting requirements have been met.
Could you please confirm receipt?
Thank you for your assistance.
Sincerely,
John Smith
Email Including a Request for Confirmation
Subject: Thesis Submission - Sarah Lee - 4567890
Dear Professor Davis,
I am writing to submit my thesis, “[Thesis Title]”, as per the guidelines. It is attached as a PDF.
Could you please confirm that you have received the thesis?
Thank you for your guidance.
Best regards,
Sarah Lee
Email Mentioning Specific Submission Requirements
Subject: Thesis Submission - David Brown - 0123456
Dear Dr. Wilson,
Please find attached my thesis, “[Thesis Title]”, submitted in accordance with the university’s formatting guidelines.
I have also included the required abstract and copyright page.
Thank you for your support.
Sincerely,
David Brown
Email for a Thesis with Co-Authors
Subject: Thesis Submission - [Your Name] & [Co-Author’s Name] - 1122334
Dear Professor Garcia,
We are submitting our thesis, “[Thesis Title]”, as a joint project, which is attached.
Both of us have reviewed and approved the final version.
Thank you for your help!
Best,
[Your Name] & [Co-Author’s Name]
Email for Late Thesis Submission (With Explanation)
Subject: Late Thesis Submission - Emily White - 2345678
Dear Professor Johnson,
Please accept my thesis, “[Thesis Title]”.
I am submitting it late due to [briefly explain the reason - e.g., unexpected illness]. I have received approval for a submission extension.
I apologize for any inconvenience.
Thank you for your understanding.
Sincerely,
Emily White
In conclusion, sending a well-crafted email is a crucial part of the thesis submission process. By following these guidelines and using the example emails as a template, you can ensure your email is clear, professional, and makes a positive impression. Good luck with your thesis defense!