Email Tips
Hello! I have written so many emails to my professors or members of the staff since I’ve started college. I always get replies and get the information I need. I’m going to share what works for me.
STUDENT EMAIL/PROFESSIONAL EMAIL
If you have access to your student email, use it. Check it daily. If you have a smartphone, make sure that whatever email app you are using (if you don’t have one, get one) is logged into your student email. If you do this, you will immediately know when you have gotten a reply to a sent email or will have fast access to any emails your professors or the school sends to you.
- I use Airmail (IOS), a paid app, but there are ones like Blue Mail (Android), Spark (IOS), myMail (Android) that are free and combine multiple email services into one app.
Try to use your student email for all of your emails to professors or staff. It will not be marked as spam as it belongs to the school and you are more likely to get a quicker response.
If you can’t access your student email for whatever reason have a safe and professional email as a backup. Don’t email from [email protected] It will most likely be sent to spam or just not opened with any urgency because it looks like spam. Best options for a safe/professional email is some combination of first/last name or initials.
Subject
ALWAYS HAVE A SUBJECT. An email with a subject will be prioritized over emails without them. All school emails that are sent to people who need to access your file should have your student ID and at least your last name in the subject. If the email is being sent to a professor then either use a course number to reference the exact class you are in or the time and day. Professors have a lot of students and the more you can narrow things down, the better. The last thing to include in a subject is a reference to the reason for the email. If I were to send an email about an absence to a professor, this is how my subject would look:
Last Name 114455827, Biology MW @ 10:30, Absence
Tone
Always start off professional and courteous. After a few exchanges, often after just the first email, you will see the kind of tone you can use with a professor or member of staff. I always try and match the tone I get back. If my professor is very laid back and chill, so am I. I think it helps to break up the constant rigidness of every email and will also make you more memorable. Try and match the format your teacher uses too. If their email is very formal with lots of information, then yours should be too. I find that if you can match them, you will get the best responses.
Content
Obviously, the email should have the information necessary for whoever you are trying to reach to help you in the most timely manner. It does not have to be overly detailed, but do not be vague.
If you are asking anything about an assignment, whether it is a due date or parameters, make sure you have looked at the syllabus or rubric first. It is an epic waste of time for both parties when you email about something you could have easily looked up. It will make you seem lazy and uncaring. However, if something about the assignment is not in the syllabus/rubric or is not clear then let them know that you looked and you need clarification. Your professor will appreciate that you took the time to check and including this information will stop any “look in the syllabus” replies.
If your email is about a grade that has not been posted yet, make sure you have waited an appropriate time to ask for the grade. Professors have a lot of students and a lot of things to grade. Do not ask the day after a paper is submitted for your grade. Unless it the last few weeks of school or another assignment is affected by the grade, wait at least two weeks before asking where it is.
If the email is about how to bring up your grades, be courteous and humble. Explain whatever situation has gotten you a low grade and how you want to do everything in your power to get the best grade possible and ask if there are any extra credit assignments that will be offered in the future or if there is any way to bring up the grade. It is honestly best to ask this is in person if you can, but if not, do it by email.
Any emails about extensions, makeups, or absences need to be sent as soon as possible. If you know at 3 AM you are not going to your class at 8 AM, make sure to have an email in before the class starts. Explain why you are not able to make it and apologize for missing class. Assure the teacher you will get notes from another student and ask if there were any announcements or handouts that you missed. If you missed a test or quiz for that class, ask if it is possible for a makeup (after checking if the syllabus has a policy on this) and offer up your availability for it. If you need an extension have a good reason and maybe even offer to take a point deduction. Some teachers look at the sacrifice of points kindly and are more likely to give the extension w/o a point penalty. Obviously, unforeseen reasons for absences happen, so try and get an email in as soon as possible explaining and then asking for whatever you need.
We should always try to make our classes, but an email letting them know you will be late or absent is appreciated by the teacher. Sometimes they will even excuse the absence and it won’t count against you.
If the email is going to staff, reiterate your student ID in the body of the email. Explain succinctly, but clearly what you need. If it is about a class include the course number. These people most likely do not know you at all and they need every bit of information about the situation, that is pertinent, in order to best help you.
ALWAYS THANK THEM FOR THEIR HELP. Even if they aren’t going to help you, thank them for taking time to read the email and for any future assistance they might offer. Let them know you appreciate the time they are taking to answer your email.
Signature
Keep it simple. Use regards, thank you, sincerely, or any other appropriate sentiment before putting your name. Do not have lyrics or any other weird shit built into your signature. Nobody cares about how much you love Toxic by Britney Spears.
We have all noticed how professor/staff signatures will have phone numbers and other emails, you can do this too. If you think it would be helpful include a secondary email you can be reached at and a phone number. Sometimes it will be easier to call and that will allow them to have the information they need.
This was really long, but it has always worked for me. I hope it helps!
