How to Write an Email

To Your Teacher
By Jim LaBate

Writing Specialist in The Writing and Research Center

Email is an extremely efficient way to use the school’s email address rather than
communicate with your teacher, especially if your personal email address. Yes, you may
you have to send a quick and simple prefer to use your personal email address,
message or ask a question. Under ideal and you may find a second address to be a
circumstances, you should be able to hassle, but by using your school’s address,
connect with your teacher almost you are showing your teacher that you can
immediately and, if needed, receive a timely follow directions. After all, your teacher
reply. On the surface, an email to a teacher may be reluctant to even open an email that
may seem similar to a text message you comes from
might send to a friend, but they’re not quite “[email protected].” Your
the same. So here’s a list of ideas to keep in school email address, however, likely
mind before you begin. includes some variation of your name along
with the school’s name and educational
Make sure the email is really necessary. suffix (edu), so your teacher will likely open
As you can imagine, your teacher is dealing your email quickly and with confidence.
with numerous students and probably Note, too, that if you don’t know your
receives hundreds of emails during the teacher’s email address, you should be able
course of a week. Thus, you shouldn’t to find it on your course syllabus or on the
burden your teacher with an unnecessary college’s website.
email about a paper’s due date or a question
about a common procedure. Most general Make sure your subject line is simple and
information about the course will be straightforward. You may be tempted to
included on the course syllabus, or your put your question or comment in the subject
teacher may have an online discussion board line, but try to resist that temptation. Instead,
called “Ask the Professor” set up, so you use the subject line to indicate, first, the title
can see the answers to frequently asked of your class and section, and, then, your
questions. Be sure to check both of those general area of concern before you use the
possibilities before you send an email. After message area to relay the specifics. For
all, you want your teacher to know that you instance, if you need to miss class for an
are somewhat independent and resourceful. extended period of time, you may want to
write “Composition I, Section 205,
Use the appropriate email address. When Extended Absence” in the subject line and
sending an email to a teacher, make sure you then explain why in the message itself.
(“Our school soccer team is competing in a assignment you’re sending and why you’re
national tournament this weekend, so I will sending it. (“As you requested, I have
miss class on both Friday of this week and attached my autobiographical essay because
Monday of next week.”) I will not be in class on Monday.”) The
explanation may seem unnecessary to you,
Address your reader with respect. Believe but it will serve as a reminder to your
it or not, “Yo, Teach” is not the correct teacher who, as mentioned before, is dealing
salutation for an email to your professor. with numerous students and emails each
That greeting may work well with one of week.
your friends, but it will automatically show a
lack of respect on your part. Generally Close with courtesy. Some people might
speaking, you should use a common form argue that you don’t really need a closing to
such as “Mr., Mrs., Ms., or Professor.” If your email because your name is already
your teacher has indicated that you may use evident in your email address. However, a
a first name or some other salutation, then courteous end to your message does add the
feel free to do so, but don’t assume that a personal touch along with the air of respect
casual or informal greeting is appropriate and formality that most teachers appreciate.
ahead of time. Also, you should follow that For example, you might close by writing,
greeting with a colon (“Professor Twain:”). “Thank you for your time,” or “I look
forward to your response,” before adding
Simplify the message as much as possible. “Sincerely,” and your full name. Remember,
As mentioned above, email correspondence too, that if you do need a response, you
should be quick and efficient. Therefore, might have to wait up to 24 hours or more
you should, if possible, limit yourself to one since most teachers look at their emails only
or, at the most, two topics. Using the at a certain time (or times) during the day.
“Extended Absence” example from above,
you might first explain your absence, and Proofread carefully. Finally, before you hit
then ask a related question. (“Should I email the “Send” button, you should proofread
my assignment to you today, or should I your email carefully and correct any errors
bring it with me when I return to class next in spelling, grammar, punctuation, and
week?”) When you communicate clearly or capitalization. Since a message to your
ask a direct question, you are more likely to teacher is much more formal than a message
receive a quick response. Note, too, that if to a friend, you should also avoid
you need an extended discussion with your abbreviations, contractions, slang
instructor, you should really schedule an expressions, and emoticons.
appointment to meet in person rather than
discuss the issue through email.
Copyright © 2020 by Jim LaBate at Hudson
If necessary, explain attachments. If your Valley Community College.
teacher does want you to send your
assignment as soon as possible, don’t just
attach the file without an explanation. Be
sure to provide specific details about what