A Winning Thesis Submission Email Sample: Tips and Examples

Are you gearing up to submit your thesis? Congratulations, that’s a huge accomplishment! But, before you hit that “send” button, have you considered how to structure your email? Crafting the perfect thesis submission email can seem daunting, as it is a formal and important document that represents your hard work. But fear not, because in this article, we’ve got you covered! We will provide you with some thesis submission email samples that you can tweak and edit as needed to ensure that your email comes across as professional and polished. Trust us, a well-written email can go a long way in leaving a positive impression on your thesis advisor or committee member. So, keep reading to learn more!

The Best Structure for Thesis Submission Email Sample

When it comes to submitting your thesis, it’s crucial to have a well-structured email that conveys your professionalism, gratitude, and eagerness to share your work with the world. Let’s take a look at a sample structure for a thesis submission email that will impress your academic supervisors and potential readers.


Begin your email with a polite salutation that addresses your academic supervisor by their formal title, such as “Dear Professor [Surname]”. If there are multiple supervisors, address them all by name or use the collective term “Dear Supervisory Committee”.

Opening Paragraph – Introduction and Gratitude

Start by briefly introducing yourself and expressing your sincere gratitude for your supervisor’s guidance and support throughout your academic journey. This paragraph should be concise yet impactful. You can also mention any previous interactions you’ve had with your supervisor, such as meetings or feedback sessions.

Second Paragraph – Thesis Title and Summary

The second paragraph should provide a concise, yet informative summary of your thesis and its significance. Begin by stating the title of your thesis and identifying the research question or problem you aimed to address. Next, briefly outline your methodology and key findings, highlighting the original contributions your research makes to your field of study.

Third Paragraph – Submission Details

In this paragraph, clearly state that you are submitting your thesis for examination or review. Specify the submission deadline if applicable, and any other important submission instructions or requirements. This will help ensure that your supervisor can quickly and efficiently process your submission. You can also mention any particular formatting or style guidelines required by your institution, such as font size or margin requirements.

Fourth Paragraph – Conclusion and Acknowledgments

Finally, end your email with a closing statement that expresses your enthusiasm for sharing your work with the broader academic community. Emphasize how your research may contribute to future studies in your field, and thank your supervisor once again for their support. You can also acknowledge any other individuals or organizations that have played a significant role in your academic journey, such as your research funding agency or research assistants.

By following this structure for your thesis submission email, you will demonstrate your professionalism, gratitude, and eagerness to share your work with the world. Remember to keep your tone respectful, concise, and enthusiastic, and you’ll be sure to impress your academic supervisors and potential readers alike.

7 Thesis Submission Email Samples for Different Reasons

Submitting Thesis for Approval

Dear [Professor’s Name],

I am excited to submit my thesis for approval. It has been a challenging but rewarding experience, and I hope that the research I have conducted will make a contribution to the field. My thesis examines [briefly describe the focus of the thesis and its relevance].

I have included all the necessary documents, including the title page, abstract, and acknowledgments. I would appreciate it if you could review my thesis and provide any feedback. Thank you for your time and guidance throughout this process.

Best regards,

[Your Name]

Extending Thesis Submission Deadline

Dear [Professor’s Name],

I am writing to request an extension for my thesis submission deadline. Unfortunately, I have been dealing with [briefly explain the situation that has caused you to request an extension].

I would greatly appreciate it if you could grant me an extension of [number of days]. I understand that this may cause inconvenience, but I promise to make the necessary adjustments and complete my thesis within the given timeframe.

Thank you for your understanding and support.

Best regards,

[Your Name]

Requesting Approval Letter for Thesis Defense

Dear [Professor’s Name],

As I prepare for my thesis defense, I am required to submit an approval letter from my advisor. I am kindly requesting that you provide this letter for me.

My thesis explores [briefly describe the focus of the thesis and its relevance]. With your guidance and support, I have been able to conduct thorough research and develop a well-written thesis.

Thank you for your assistance in this matter, and I look forward to presenting my thesis at the defense.

Best regards,

[Your Name]

Requesting Thesis Feedback

Dear [Professor’s Name],

As I work to finalize my thesis, I would greatly appreciate any feedback you could offer. I value your perspective and expertise and believe that your feedback will help me improve the quality of my thesis.

My thesis focuses on [briefly describe the focus of the thesis and its relevance]. I have attached the latest version of my thesis for your review. If you could provide any suggestions or constructive criticism, I would be grateful.

Thank you for your time and help.

Best regards,

[Your Name]

Requesting Thesis Editing Assistance

Dear [Professor’s Name],

I am writing to request your editing assistance with my thesis. English is not my first language, and I am struggling to convey my ideas clearly in writing.

My thesis focuses on [briefly describe the focus of the thesis and its relevance]. I believe that your editing expertise will help me improve the quality of my writing and convey my ideas more effectively.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,

[Your Name]

Withdrawing Thesis Submission

Dear [Professor’s Name],

It is with regret that I have to withdraw my thesis submission. Unfortunately, I have had to deal with [briefly describe the personal circumstance that has led to your decision]. This has meant that I cannot complete my thesis within the timeframe that I had hoped.

I would like to apologize for any inconvenience this may cause. I greatly appreciate all the time, assistance, and guidance you have provided during this process.

Kind regards,

[Your Name]

Requesting Thesis Approval

Dear [Professor’s Name],

I sincerely hope that this message finds you well. I am hopeful that you have reviewed my thesis submission and found it satisfactory.

If you have any concerns or suggestions regarding my thesis, please do not hesitate to let me know. I would appreciate any feedback to help me improve the quality of my work.

Thank you for your valuable time and guidance throughout this process. I am confident that my thesis will make a contribution to the field.

Best regards,

[Your Name]

Tips for a Successful Thesis Submission Email Sample

If you are preparing to submit your thesis, you need to know how to create an effective submission email. Here are some useful tips:

  • Address the recipient correctly: Start by addressing the recipient in the right way. Use the professor’s academic title, last name, and the full name of the university or program. For instance, “Dear Professor John Smith of the University of Michigan”.
  • Make the email professional: Use a professional tone throughout the email. Avoid using slang, emoji, acronyms and overusing exclamation points. Keep it clear and concise.
  • State the purpose of the email: Be clear about why you are sending the email. If the professor is expecting your thesis or dissertation, make sure to indicate that you are sending it per their request. Make sure to highlight any key information such as the title of your thesis, date of submission, and format (in hard or electronic form).
  • Attach the necessary documents: Attach the relevant documents to the email including your thesis. Please ensure that you have a backup copy of the file in case there are any issues with emailing or downloading the file.
  • Proofread: Double-check the email content for any errors in grammar, spelling, or formatting. You want to make sure that your email and attached documents reflect the effort you have put into your thesis. Also, make sure that you are sending the email to the correct email address.

By following these tips, you can submit your thesis in a professional and organised manner. You will ensure that your academic work receives the respect it commands and this goes a long way in ensuring that your submission gains acceptance and excellent marks.

Thesis Submission Email Sample FAQs

What should I include in my thesis submission email?

Your thesis submission email should include a clear subject line, your introduction, a brief summary of your thesis, attachments or links to your thesis document, and a polite conclusion.

What is the recommended format for attaching my thesis document?

The recommended format for attaching your thesis document is PDF, as it is widely supported and maintains the formatting of your document.

How should I address the recipient in my thesis submission email?

You should address the recipient professionally, using their proper title and last name, if known. If the recipient’s gender is unknown, you may use their full name.

When should I submit my thesis to my advisor?

You should submit your thesis to your advisor as soon as it is complete and has been thoroughly proofread and edited.

What should I do if I don’t receive a response after submitting my thesis?

If you don’t receive a response after submitting your thesis, you should politely follow up with the recipient after a reasonable amount of time has passed.

Should I include a cover letter with my thesis submission?

It is a good practice to include a brief cover letter with your thesis submission, introducing yourself and your thesis and thanking the recipient for their time.

What are some common mistakes to avoid in my thesis submission email?

Some common mistakes to avoid in your thesis submission email include using an unprofessional tone, not proofreading your email and attachment, and not following the recipient’s submission guidelines.

Do I need to include my full thesis in the body of my email?

No, it is not recommended to include your full thesis in the body of your email. Instead, include a brief summary and link or attachment to your full thesis document.

Who can I contact for further assistance with my thesis submission email?

You can contact your academic advisor or the administrator of your program for further assistance with your thesis submission email.

Wrapping It Up

Now that you have a clear idea of what to include in your thesis submission email, it’s time to start drafting one for yourself. Remember to be polite and concise, and to double-check for any grammatical errors before sending it out. Good luck with your thesis submission process! Thank you for taking the time to read this article, and we hope to see you again soon for more exciting content. Stay curious!