How to Write a References Submission Email
Submitting references is a crucial step in many professional processes, whether for a job application, scholarship, or specific program. Mastering the References Submission Email is vital for English learners to ensure clarity and professionalism. This guide will walk you through crafting an effective and polite email, enhancing your overall professional email writing skills and ensuring your application stands out.
Table of Contents
Structure of a References Submission Email
A well-structured References Submission Email demonstrates your attention to detail and professional communication skills. Breaking down the email into its core components will help you construct a clear and impactful message.
1. The Subject Line
The subject line is critical for immediate recognition. It should be concise and clearly state the email's purpose, allowing the recipient to quickly understand its content and importance.
- Formula:
[Your Name] - References for [Position/Program Name]orReferences Submission - [Your Name]
2. The Salutation
Your greeting sets the tone. Always use a formal salutation when submitting references, especially in a professional context, unless you have an established informal relationship with the recipient.
- Formal: "Dear Mr./Ms. [Last Name]", "Dear Dr. [Last Name]", "Dear Hiring Manager"
- Informal: Avoid for this type of email.
3. The Body
The body of your email should be clear, concise, and convey all necessary information without unnecessary jargon.
- Opening: Start by clearly stating the purpose of your email โ that you are submitting your references. Briefly remind the recipient of the position or program you are applying for and when you submitted your initial application.
- Key Details: Specify how the references are attached (e.g., as a single PDF, separate documents). List the names of your references if appropriate, or mention that their contact information is included in the attached document. Ensure all required information is present, as per the instructions provided by the recipient.
- The "Ask" or Main Point: Confirm that you have provided all requested documentation and express your availability for any further information or clarification. You might also politely inquire about the next steps in the process.
- Closing Remarks: Reiterate your appreciation for their time and consideration. Maintain a professional and courteous tone.
4. The Closing and Signature
Concluding your email professionally leaves a lasting positive impression.
- Appropriate Closing Phrases: "Sincerely", "Best regards", "Yours faithfully" (if you addressed the recipient as "Dear Sir/Madam" or "To Whom It May Concern").
- What to Include in Signature: Your full name, your phone number, and your professional email address. You may also add your LinkedIn profile URL if relevant.
More: How to Write a Post-Interview Follow-up Email: Guide for English Learners
Essential Vocabulary
Enhance your English communication skills with these high-impact phrases often used in professional emails, particularly when discussing submissions or applications. Using precise language helps ensure clear communication.
| Vocabulary | Meaning | Example |
|---|---|---|
| Enclosed | Included within the same envelope or email. | "Please find enclosed my references for your review." |
| Attached | Joined as a file to an email. | "My references are attached as a single PDF document." |
| Recommendation | A formal statement advising a course of action. | "I have included three letters of recommendation from my former supervisors." |
| Forthcoming | About to happen or appear. | "I look forward to your forthcoming communication regarding the next steps." |
| Appreciation | Recognition and enjoyment of the good qualities of something or someone. | "I express my appreciation for your time and consideration." |
| Kindly | In a kind manner; please. | "Kindly let me know if any additional documents are required." |
| As requested | In the way that someone asked. | "As requested, I am submitting my professional references." |
More: How to Write a Panel Interview Thank You Email
Email Example
This example demonstrates a typical References Submission Email for a job application. Remember to tailor it to your specific situation.
Context: You are submitting references for a Marketing Manager position after your interview.
Subject: References Submission - [Your Name] - Marketing Manager Application
Dear Ms. Thompson,
I hope this email finds you well.
Following my recent interview for the Marketing Manager position, I am writing to submit my professional references, as requested. You will find the contact details and letters of recommendation for my three references attached as a single PDF document.
My references are:
- Dr. Sarah Lee (Former Manager, XYZ Corp)
- Mr. John Davis (Former Colleague, ABC Ltd)
- Ms. Emily Chen (Mentor)
Thank you again for your time and consideration. Please do not hesitate to reach out if you require any further information or additional documents. I am eager to hear about the next steps in the hiring process.
Sincerely,
[Your Full Name] [Your Phone Number] [Your Email Address] [Your LinkedIn Profile URL (Optional)]
More: How to Write a Post-Interview Thank You Email: Guide & Examples
Conclusion
Crafting a polished References Submission Email is a vital skill for email writing skills for ESL learners aiming for effective English communication. By following this structured approach and utilizing the suggested vocabulary, you can ensure your emails are clear, professional, and courteous. Remember to always proofread your message and adapt it to the specific requirements of each submission. Practice makes perfect, and with each email you send, your confidence and proficiency in professional English will grow. For more insights on formal writing, you can consult resources such as the Oxford Learner's Dictionaries for definitions of terms like "reference."
