Effective Messages to Individuals
As with any email message, make your message clear and direct. But especially as you write to specific individuals, anticipate what that particular reader will want or need to know about you and your request or your information. For example, if you write to a professor to request an appointment, anticipate that the professor will ask you to come to regularly scheduled office hours. Explain that you have class during that time but that you are available at other times you then list.
In other words, remind your reader of the key contextual details that are necessary for your message to make sense and to get you a quick response.