Writing an email to a teacher is a slightly more complex process than writing a message to a friend or family member. Education is the kick-off of your professional career and it is necessary to be tactful and careful during interactions with teachers, including the exchange of messages. For example, you should always use an academic account and start the text with a greeting. Write to a teacher the same way you would write a formal letter: be concise and take care of your grammar. Let's start?
Steps
Part 1 of 3: Making a Good Impression
Step 1. Check the syllabus first
It is very likely that the question you want to resolve has already been answered by the professor in the syllabus he made available at the beginning of the semester. Asking a redundant question will demonstrate that you are not serious about studying and will frustrate the teacher.
- The syllabus will likely contain the most important information about assignments, deadlines, classroom policies, and project formatting.
- If the question is not answered by simply reading the syllabus, send an email to the teacher.
Step 2. Use an academic email account
University professors are bombarded with lots of emails every day. By using a university address, you are less likely to be spammed, as well as sounding more professional. The teacher will know exactly who is sending the email.
Step 3. Perfect the subject of the email
The idea of including a subject in the email is to let the teacher know what you want to cover through the message. By being concise and to the point, the teacher will know exactly how much time to devote to reading the email.
For example, you could write something like "Question about final work" or "Question about CBT"
Step 4. Start the message by greeting the teacher with their title and last name
It's tempting to let go of your question right away, but it's important to treat the email as a formal letter. Start with "Dear Dr. Rosa", followed by a comma, for example. It is polite to use the teacher's last name.
- If you are unsure of the teacher's title, you can refer to him as "Professor Rosa" himself, for example.
- If your relationship with the teacher is good, it is possible to be a little more casual: "Hello Dr. Rosa".
Part 2 of 3: Writing the email
Step 1. Remind the teacher of who you are
Chances are, he has tens or hundreds of students and he needs some hint of who you are. Inform your name and your class, including the period.
Step 2. Get to the point
Teachers are very busy and don't like to mess around. Say what you need to say as soon as possible, leaving out unnecessary details.
For example, if the question is about a job, be direct: "I have a question about the work you went through last Tuesday. Should it be done in a group?"
Step 3. Write complete sentences
E-mail is not an exchange of messages with a friend, that is, no slang or incomplete sentences. Be professional.
- For example, don't write "Animal class, man… Show!".
- Instead, write something like "Your talk in the last class was quite enlightening."
Step 4. Think carefully about the tone
When contacting the teacher for the first time, keep to a strictly professional language. With the passage of time and advances in the exchange of messages, it may be possible to relax a little more in the language, especially if the teacher uses a more informal communication (such as sending an emoji at the end of an email).
Step 5. Order politely
Many students try to demand things from the teachers, but that doesn't get anywhere. Think carefully about your demands and formulate them in a more professional way.
For example, if you want a little more deadline to deliver a project because of a personal problem, don't write "My grandma died, give me more time to finish the work". Instead, write something closer to "I had a rough week because of my grandmother's passing. Could you give me a few more days to finish the project?"
Step 6. Use correct punctuation
It's okay to skip a few semicolons in a personal message. When writing for a teacher, on the other hand, you need to be very careful with your punctuation.
Step 7. Write the words out in full
As much as informal language is taking over the internet, it should not be used in professional emails. No "vc" or "flw". Use correct grammar.
Remember to review the email with a spell checker
Step 8. Use capital letters correctly
The words at the beginning of sentences and the proper names must be written with the first letter capitalized. Be very careful with this.
Part 3 of 3: Putting the Finishing Touches
Step 1. Specify what action you want the teacher to take
It's important to express what you expect at the end of the email. For example, if you want an answer or a personal conversation, make that clear.
Step 2. Read the email a few times and check the grammar
Chances are you'll come across some silly little errors that detract from the quality of the text.
Step 3. Read the message from the teacher's point of view
Think carefully about the content of the email to see if it can't be interpreted differently. Remember to be as concise as possible: you don't need to share too many details of your personal life.
Step 4. End the message with a greeting
Just as the text started in a formal way, it is necessary to close it formally. Use terms such as "Sincerely" or "Grateful" followed by a comma and your full name.
Step 5. Send a second email after a week
Don't piss off the teacher waiting for an answer. If he doesn't respond in a week, send another message, as it's possible that the original text has been lost for some reason.
Step 6. Report receipt of an answer
Once the teacher responds, send a second email with a simple thank-you message. If necessary, write a longer but still professional message. If the issue is not resolved via email, ask to arrange a conversation in person.
- For example, you could respond "Thanks for answering my question. See you next class."
- If you need to meet with the teacher, try writing "Thanks for answering. Can we meet in person to discuss the issue in more detail?"