If you are a student, perhaps you have wanted to email your professor but didn’t know how…if so this post is for you!
Many of you do not contact us at all, despite having concerns or questions. Part of the reason for this is that you do not know how to approach us. At some level, you know you shouldn’t communicate with us the same way you would text your friend, but you don’t know what else to do.
Here are my suggestions:
- Use salutations. If you are not sure what a “salutation” is, you probably aren’t using one. You’ve probably already googled it, but in the event that you didn’t, a salutation is “a greeting used in a letter or other written or non-written communication.” This means start every email with some form of greeting, for example: “Good afternoon,” “Hello,” etc.
- Use our names. The second part of the salutation should be our name, using the proper title. If we have a PhD, then you should call us “Dr.” If we don’t then you should use “Ms.” or “Mr.” as appropriate. For example: “Hello Dr. LoFrisco.”
- Identify yourself. Next, tell us who you are and what class you are in. This information helps us put context to the content of your email. Because there is one of us but many of you, we may need a reminder. If you are using a learning management system such as Canvas, this may not be necessary, because your name and course are attached automatically.
- Be clear and concise. State the issue or question clearly, and stick to the topic. Avoid complaining, discussing your feelings or reactions, or telling us how you have As in the rest of your classes. Instead, focus on the issue, and take responsibility for your actions. For example, if you haven’t been doing the reading, tell us that. Perhaps we could have a helpful chat about time management.
- Tell us what you need. After you’ve told us the problem or question, ask for what you need. Would you like us to respond back via email or do you need to meet with us in our office? We won’t know unless you ask.
- Thank us for our time. Yes, it is our job to address your concerns and answer your questions, but it is good practice to show appreciation for our efforts. All humans like to feel valued and appreciated.
- Add a closing. Closing an email is almost as important as the salutation; lack of closure can make your email seem abrupt. Many people use “Best,” “Cheers,” “Sincerely,” etc.
Examples
Improper:
I am disappointed in my grade. I come to class, do all the assigned readings and study, and I still can’t get any better than a B. I have always been an A student. What can I do to get an A in your class?
Proper:
Good evening Dr. LoFrisco,
My name is Savvy Student and I’m in your Research class on Monday evenings. I see that you have graded the exams, and I am a bit confused about some of the questions. Could I make an appointment to discuss this with you during your office hours so that I can learn what I did wrong? I’d also like to discuss any tips you can provide about how to raise my grade.
Thank you for your time,
Savvy Student
Yours in the Joy of Knowledge,
Dr. Barbara LoFrisco
