Email Templates

Sample emails for the Award Committee to use when coordinating nominations

These templates follow the nomination workflow:

Workflow Step Email Template
Step 1: Receive nomination Call for Nominations
Step 2: Contact nominee Requesting Materials from Nominee
Step 3: Contact letter writers Support Letter (Faculty), Support Letter (Student)

1. Requesting a Nomination Letter

When to use: You have identified a nominator (typically a senior faculty member) and need them to write the formal nomination letter.

Subject: Request to Nominate Dr. [Nominee] for the [Award Name]

Dear Dr. [Nominator],

I hope this message finds you well. The Faculty Award Committee is preparing a nomination package for Dr. [Nominee Name] for the [Award Name] in the Department of Mathematics and Statistics.

We would be grateful if you could write a nomination letter on behalf of Dr. [Nominee]. The letter should address:

  • The nominee’s teaching excellence and innovation
  • Impact on students (undergraduate and/or graduate)
  • [For Jack B. Brown Award only: research accomplishments and commitment to students]

Deadline: [Date]

Please send the signed letter as a PDF attachment to [Committee Chair Email].

Thank you for your support.

Best regards, [Your Name] On behalf of the Faculty Award Committee

2. Requesting a Supporting Letter (Faculty Colleague)

When to use: You need a faculty member to write a letter supporting the nomination.

Subject: Request for Supporting Letter for Dr. [Nominee]’s Nomination: [Award Name]

Dear Dr. [Colleague],

I hope this message finds you well. I am reaching out to solicit your support for Dr. [Nominee Name]’s nomination for the [Award Name] at Auburn University. Further details about the award can be found here.

Dr. [Nominee]’s commitment to educational excellence at Auburn makes [him/her/them] a strong candidate for this recognition.

To support Dr. [Nominee]’s nomination, we kindly request that you provide a supporting letter. While comprehensive details are welcomed and appreciated, please feel free to keep your letter concise if you prefer—a few well-articulated paragraphs will be sufficient.

We would appreciate receiving your letter by [Date]. Should you need more information or have any questions, please do not hesitate to contact me.

Thank you for your support and consideration.

Best regards, [Your Name] On behalf of the Faculty Award Committee: [Committee Member Names]

3. Requesting a Supporting Letter (Student / Graduate Alumnus)

When to use: You need a current student or graduate alumnus to write a supporting letter. Especially important for the Kraska Award, which values letters from graduates.

Subject: Request for Supporting Letter for Dr. [Nominee]’s [Award Name] Nomination

Dear [Mr./Ms./Dr. Student Name],

I hope this message finds you well. The Faculty Award Committee is preparing a nomination package for Dr. [Nominee Name] for the [Award Name].

As someone who has [taken courses with / been mentored by / worked with] Dr. [Nominee], we believe your perspective would be invaluable. Would you be willing to write a brief supporting letter?

Your letter could address any of the following:

  • Your experience in Dr. [Nominee]’s courses
  • How Dr. [Nominee] supported your academic or professional development
  • Specific examples of teaching excellence you observed

The letter does not need to be long—a page or so is perfectly fine.

Deadline: [Date]

Please send the letter as a PDF attachment to [Committee Chair Email].

Thank you very much for your time and support.

Best regards, [Your Name] Faculty Award Committee

4. Requesting Materials from the Nominee

When to use: You need the nominee to provide their CV and teaching evaluations.

Subject: Materials Needed for Your [Award Name] Nomination

Dear Dr. [Nominee],

Congratulations! You have been nominated for the [Award Name] in the Department of Mathematics and Statistics.

To prepare your nomination package, we need the following materials from you:

  1. Your most recent CV (PDF format)
  2. Teaching evaluations from the past [3/5] years (PDF format)
    • Ideally organized by semester/course, or exported as a single PDF per year
  3. [If applicable:] A brief research statement (1–3 pages, PDF)
  4. Suggestions for letter writers:
    • Faculty colleague(s) for peer evaluation and/or support letters
    • Students who could write supporting letters

Deadline: [Date]

Please send the materials to [Committee Chair Email]. Let me know if you have any questions.

Best regards, [Your Name] On behalf of the Faculty Award Committee

5. Call for Nominations (Department-Wide)

When to use: Annual call sent to all faculty, typically in January/February.

Subject: Call for Nominations – Departmental Faculty Awards [Year]

Dear Colleagues,

The Faculty Award Committee invites nominations for the following departmental faculty awards. Please send nominations by [Deadline Date]. At this stage, only a nominee’s name is needed.

  • Robert K. Butz Award for Excellence in Teaching
    • Eligibility: Assistant professor, math faculty (not statistics), at least one year at Auburn, taught undergraduate math courses
    • Selected by the Faculty Award Committee
  • Marie Kraska Award for Excellence in Teaching
    • Eligibility: Associate or full professor, math and statistics faculty eligible
    • Selected by a committee of a COSAM faculty member, a graduate alumnus, and a current graduate student
  • Jack B. Brown Endowed Faculty Award [if available this year]
    • Eligibility: Assistant, associate, or full professor; personifies Dr. Jack B. Brown; demonstrates strong commitment to students; excellence in teaching and research
    • Selected by the previous recipient, GPO, and Chair of Undergraduate Studies Committee

Please refer to the following website for more information and previous recipients: https://www.auburn.edu/cosam/departments/math/faculty%20awards/index.htm

Please feel free to contact me if you have any questions or concerns.

Best regards, [Committee Chair Name] [Committee Member Names]

Back to Home