COOP email rubric

Reviewer:

Candidate:

Date:

General

Scenarios

Feature

Requirements: ✔✔✔ all in a cell to ✔ a “Feature”

Notes (optional)

Subject

  • Concise and specific (e.g. “Candidate for XYZ position,” “Thank you for your advice today”)
  • Recipient understands key point from subject

Salutation

  • Appropriate “hello” & name spelled correctly: Formal: Dear [First] or Dear Mr./Ms. [Last] Informal: Hi [First], very informal: Hey [First], No name: Hi there, Good morning/afternoon, Whole department: Dear [Company] team,  Back-and-forth: follow other person’s lead
  • Open with a friendly line: “Thanks again for…” “I hope this message finds you well.” etc.

Structure

  • Key point in 1st paragraph, details follow
  • Paragraph = max. 2-4 sentences (lines)
  • Skip an open line between paragraphs

Signature

  • Formal: Thank you, Sincerely, All the best Informal: Thanks, Thanks again, Best, Cheers,
  • Then [Firstname], open line(s), auto-signature:

Firstname Lastname

Digital Marketing Apprentice, coop.cx  (718) 123-4567 / linkedin / portfolio (if any)

Spelling & grammar

  • Clearly proofread, no typos, no bad grammar
  • Double check names of people & companies

Cold email

  • Quick intro: “I am…” & why I’m writing
  • Explain connection if possible: met at meetup, mutual contact, same alma mater, etc.

Introductions

  • Acknowledge and thank the introducer (“Thanks for the introduction, [name]. (To bcc)”
  • Move introducer → Bcc, new person → To
  • Salutation, then refer to introducer’s words (“As X mentioned,” “X speaks highly of you.”)

Scheduling

  • Be flexible, provide multiple specific options (“I can connect the following days/times…”)
  • Dates/weekdays agree (e.g. 3/14 is a Tuesday)
  • Calendar invite: correct start/end time, place

Follow up

  • Send if no reply after 7 days (3 days if urgent)
  • Extra friendlyzero impatience/frustration

Thank you

  • Personal, refers to specific help and its effect
  • Uses words like “appreciate,” “grateful” etc.

      /10 (sum of “Feature” ✔✔✔ in leftmost column)