#emailing professors

I see this post circulating saying they don’t know how to address a teacher in an email. Being in my fourth year in university, I’ve had to email professors several times, and have emailed teachers too in high school. Here’s just a tutorial on how to send an email to your teacher/professor.

Step I: Subject

You should always make the subject about the topic of the email. If you are absent, the subject should be something like Missed Class (insert date here). I recommend NOT sending an email with the “(no subject)” default. Not only does the teacher not know what to expect, but it is kind of unprofessional.

Step II: Greeting

If you are talking to a teacher you do not know well, the best way to address the email is Dear Mr./Mrs./Dr. (insert last name here). If you don’t know whether the teacher has a doctorate or not, just use “Dr.” The worst that can happen is the teacher will say, “I am not a doctor, but thank you.” If you are on a friendly basis with your teacher, feel free to start the letter with hello or hi.

Step III: Body

Now that you have addressed your teacher, it is time to tell them what you want. The most important thing is to follow all the basic grammar and sentence rules. Don’t end your sentences with prepositions, use correct punctuation where needed (if you’re not sure a comma is needed, use one anyway), make sure all proper nouns are capitalized, and use correct words (less vs few, farther vs further, your vs you’re, etc. If you need help, Google is your friend). One thing I try to do is eliminate the usage of contractions, except in cases of possession. Another thing is be specific with your teacher, but not too specific. If you missed class due to an illness, tell them you are under the weather. It is not necessary to get into specifics like “I have the flu and threw up five times when I woke up.” The teacher will understand you are sick.

Step IV: Conclusion

ALWAYS thank a teacher for their time, even if you are close. Teachers have a life outside of school, so always thank them for taking the minute or two to read your email. You can also add “I will see you in class/tomorrow/on Thursday” if you want.

Step V: Farewell

When closing the email to a teacher, it is wise to use neutral goodbyes. You can say “sincerely/regards/bests/have a good night.” If you and the teacher are close, you can say “your friend.” I wouldn’t recommend using “love,” even if you and the teacher are close. It can be taken out of context if someone else sees the email. Save the love for when you write a personal letter. When writing your name, you can use your full name, your preferred name, or a default signature if you have one (mine has my preferred name and last name, my expected graduation year, my major, and my positions on campus (I’m an RA, a cabinet member for my sorority, and secretary of my honors fraternity). This is completely optional). DO use a name though. DON’T say something like “the student in the front row” or “your favorite student.”

Hi there!

I did the exact same thing when I was in college. Actually at one point I was doing that pretty much every quarter.

At the last two weeks of each quarter, I wrote out an email explaining that ‘situations’ had occurred that prevented me from being able to complete the coursework assigned. I then told them that I was now able to complete the work and asked for the chance to submit it for at least some degree of credit. 

I suggest you do the same, and if the teachers ask for more information, give as much as you feel comfortable. If you can’t say anything (I feel you) just repeat that you were “dealing with extreme personal situations” that you don’t feel comfortable discussing.

As for actually sending it, do it slowly and in pieces. Have your email up in a separate tab and dart back and forth until you’ve managed to send it to everyone. Take your time. Or if you prefer the bandaid method, it depends on how you feel when you’re ready to send the emails. You’ll be able to do it, even if it takes you a little while.

I wish you all the luck in completing the missing work.