Obtain her contact information. This can be found online through various sources such as public records, social media platforms, or through mutual connections.
Decide on the purpose and content of your message. Clearly outline the reason for your correspondence and ensure your message is concise, relevant, and respectful.
Choose an appropriate communication channel. Determine whether you will write a letter or send an email. If you choose to send a physical letter, ensure you have the correct mailing address. If you are sending an email, use a professional email address and subject line.
Address your message formally. Begin the letter or email with a formal salutation, such as "Dear Dr. Bishop" or "Dear Professor Bishop". If you are unsure of her title or honorific, it is best to err on the side of formality and use the highest academic or professional title you can find.
State the purpose of your letter or email clearly and concisely. Explain why you are writing to her and what you hope to achieve. Be specific and to the point, avoiding unnecessary details or irrelevant information.
Maintain a professional tone throughout the letter or email. Avoid using informal language, slang, or colloquialisms. Remember that this is a formal correspondence and should reflect your respect for the recipient.
Proofread your message carefully before sending. Make sure there are no errors in grammar, spelling, or punctuation. It is advisable to have someone else review your message for accuracy and clarity before sending it.
Include any relevant enclosures. If you are including additional documents or enclosures, such as a resume, portfolio, or research proposal, clearly state what they are and why you are including them.
Be polite and express gratitude. Thank her for her time and consideration, and express your appreciation for any assistance or information she may provide.
Send the letter or email using the chosen communication channel. Ensure that you have the correct email address or postal address before sending your message. Keep a record of the correspondence for your reference, such as a copy of the email or a draft of the letter.