Formalize your welcome. Use whole sentences, but keep them from becoming as long and convoluted as academic sentences. Form your sentences into paragraphs that are well ordered. Use a professional sign-off word or phrase at the conclusion of the email, such as "cordially" or "sincerely." Don't forget to include your name and address on each letter. Also include the recipient's name if it is not readily apparent. You should also send a copy of your email to the appropriate administrative office at the receiving institution. This will help ensure that your message gets to the right person/department and that any issues surrounding its content can be resolved quickly.