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This article was co-written by Ashley Pritchard, MA. Ashley Pritchard is a school counselor at Delaware Valley Regional High School in Frenchtown, New Jersey. Ashley has over 3 years of school and college experience and has career counseling experience. She holds an MA in school counseling with a specialization in Mental Health from Caldwell University and is certified by the University of California as an Independent Educator.
There are 7 references cited in this article that you can view at the bottom of the page.
This article has been viewed 192,930 times.
Writing a letter to a professor requires more thought than sending an email or instant messaging with friends. Your education is the foundation for your future career, so you should engage in professional communication channels, including writing emails. When sending a test email to your instructor, you should always use your student email account and begin your letter with a polite greeting. You need to interact with them the same way you would when writing a formal business letter. Ensure brevity and pay attention to grammar!
Steps
Make a good first impression
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Check the syllabus on the question. Often your questions are answered in the material your instructor provides at the beginning of the course. Re-questioning an existing problem will make them see you as a non-serious student, and the teacher will resent you for wasting their time. [1] X Research Source
- Syllabus may include information about course assignments, submission deadlines, class policies, and work structure.
- If your instructor just gives you a bunch of books to read, you can email about something that hasn’t been answered in the textbook.
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Use your learning account. Instructors often receive a lot of emails every day. By using a school account, your letters are less likely to go to the spam box. In addition, the email address provided by the school looks more professional. Instructors will know who actually sent the email because student accounts are often based on your name. [2] X Research Source
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Write attention-grabbing headlines. The subject line will suggest to the trainer the main body of the email before they read the letter. This is very useful because the teacher will take the appropriate time to deal with it. The subject of the email should also be clear and to the point. [3] X Research Sources
- For example, you can write “Questions about current assignment” or “Graduate thesis”.
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Begin by saying hello and using the title along with the instructor’s first and last name. Of course we all want to jump right into our problems. However, when writing a letter to a teacher, you need to treat it as a formal letter. Begin with “Dear Dr. Tran Van Dung,” followed by a comma. Remember to use the person’s last name if you’re not very familiar. [4] X Research Sources
- If you are not sure about a lecturer’s academic title/class, you can call them “Teacher Tran Van Dung.”
- You can use a slightly more informal greeting, such as “Dear Mr. Dung,” if you and the instructor have had personal interactions.
Compose email content
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Remind the teacher who you are. Teachers have a lot of students to follow, so they’ll need you to introduce yourself first. Please indicate the name, the class you took with that teacher, including the specific class, for example “Economics period 2”. [5] X Research Sources
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Avoid digressions. Instructors are busy people, so don’t rambling. Get straight to the point, leave out extraneous details, and be as concise as possible. [6] X Research Source
- For example, if you have a question about an assignment, say right away: “I have a question about the assignment you gave us last Tuesday. Would you like us to work in groups or individually?”
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Write in complete sentences. An email is not a Facebook post or message to a friend. This means that when writing a letter to a teacher, you need to use complete sentences, anything else will look unprofessional. [7] X Research Sources
- For example, don’t write, “Wonderful lesson sir… excellent!”
- Instead, write, “You gave us a very easy to understand lecture last class.”
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Focus on tone. When you first contact a teacher, keep your tone and language professional. Meaning you can’t add emojis! If you both begin to develop a correspondence, you will find that you can relax a little as the semesters pass. This is especially true if the instructor takes the initiative to be more informal (such as sending you an emoji in an email).
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Express your request politely. Many students keep asking this and that from their teacher. You won’t get anywhere if you do that. Instead, present your problem as a plea that the teacher may or may not accept. [8] X Research Sources
- For example, you might want your professor to give you extra time for your dissertation. Don’t say, “My grandma just passed away. Give me more time to hand in my essay.” It’s better to say something like this, “I just had a rough week because of my grandmother’s passing. Could you give me more time to work on my essay?”
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Use proper punctuation. For emails sent to friends, you can omit paragraphing and commas. However, when writing an email to a teacher, you need to put punctuation in the required places. [9] X Research Source
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Write words clearly. While texting language pervades the internet, professional email is where you must avoid using them. That is, you cannot use “thui” in place of “yes,” or “j” for “what”, and so on. Please use pure Vietnamese language. [10] X Research Source
- Don’t forget to check your spelling automatically before sending an email.
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Capitalize properly. Proper beginnings of sentences and nouns must be capitalized. Don’t confuse the spoken word and remember to capitalize selectively. Always capitalize words that need to be capitalized.
Complete email
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Indicate the action you want the teacher to take. Make sure you say exactly what you want from the instructor at or near the end of the email. If you need to see them, ask about it. [11] X Research Source
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Reread the entire letter to check for grammar. Review your email to make sure you haven’t missed any grammatical errors. Often you will come across one or two errors that need fixing. [12] X Research Source
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Review the email from the instructor’s point of view. Think about the content of the letter to make sure you’re not demanding anything. Besides, make sure that your email is really concise. You probably don’t want to share too much about your personal life because it’s not professional. [13] X Research Source
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End the email with a greeting. You opened the letter formally, so you need to end it politely as well. Use sentences like “Sincerely” or “Sincerely thank you,” followed by a comma along with your full name. [14] X Research Source
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Check email after a week. After sending the email, you should not bother the teacher with the answer. However, if you don’t hear back within a week, you can resend another email because your message may have been randomly mixed up somewhere. [15] X Research Source
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Confirm reply. Once the teacher responds, you need to confirm that you have received the reply. One sentence “Thank you teacher!” is enough. If necessary, you can write a longer email using the same structure to keep it professional. If your problem or question has not been satisfactorily resolved by email, ask the teacher to arrange an in-person meeting.
- For example, you could say, “Thanks for answering my question. See you in class.”
- If you want to meet the instructor face-to-face, you can write, “Thank you for sharing your thoughts on this matter. But if you have time, I can come to meet and discuss in more detail. , Is that Okay?”
Advice
- You should reach out to a classmate first if the purpose of the email is to ask about what you missed in the middle of the day.
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This article was co-written by Ashley Pritchard, MA. Ashley Pritchard is a school counselor at Delaware Valley Regional High School in Frenchtown, New Jersey. Ashley has over 3 years of school and college experience and has career counseling experience. She holds an MA in school counseling with a specialization in Mental Health from Caldwell University and is certified by the University of California as an Independent Educator.
There are 7 references cited in this article that you can see at the bottom of the page.
This article has been viewed 192,930 times.
Writing a letter to a professor requires more thought than sending an email or instant messaging with friends. Your education is the foundation for your future career, so you should engage in professional communication channels, including writing emails. When sending a test email to your instructor, you should always use your student email account and begin your letter with a polite greeting. You need to interact with them the same way you would when writing a formal business letter. Ensure brevity and pay attention to grammar!
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