As a student, writing an email to an instructor
or professor can feel like a challenge, particularly if you are a new student
or English is not your first language. Writing effective emails is a skill you
need to develop to succeed in all aspects of your life.
In this
blog, we will discuss some tips on emailing your lecturer to get a quick reply!
Why
write clear and concise emails?
Imagine for a moment you are a professor, and
you receive a hundred emails each week, and you get a lengthy and confusing
email from a student. You would be frustrated and move on to the other emails
before replying to the long, confusing email.
Many instructors oversee numerous classes and receive
from emails students and colleagues. Therefore, it is essential that you write
clear and concise emails to quick responses.
What makes an effective email?
Effective emails should adhere to proper email etiquette and use the following techniques:
Have
an informative subject line
Tell the reader what the email is about in 2-3
words.
Have
a greeting
Your greeting should begin with
"Dear", followed by the recipient's name. Depending on your relationship, situation, and your institution's culture, it may be the first
name or family name. If in doubt, use the family name.
Present
the topic in the first paragraph
The should be one sentence that explains the
reason for the email.
Provide
details of your issue
Use short paragraphs with two to three
sentences or displayed lists with bullet points or dashes to include details of
your issue and what you would like your lecturer to do. Use
an appropriate closing remark
Equally important is that you should close with
appropriate, polite closing remarks such as "Regards" or
"Sincerely". Ensure you also include your student number and the time
and location of your class.
Be credible and authoritative
Example Email
Subject: English 101 Assessment readings
Dear Dr Campbell,
I cannot access the assessment
readings.
Due to an administrative
error, I cannot access the subject website. Student Administration said it
would take 5 days for me to get access again.
Can you please send a copy of
the required readings for the 2nd assessment by Friday so I can
start reading over the weekend?
Regards,
Jane Doe, Student number 123456
Class: Mon 3 pm, Building J.2.3
What to do if you don't get a reply?
If you don't receive an immediate response, or even within a working day, don't panic. It's likely your instructor is simply teaching classes, meeting with colleagues or may have a hectic research schedule. They may also prefer students to contact their class tutors or teaching assistants in some cases. The best thing is to wait at least two or three working days before sending a follow-up email. Be kind and courteous – it costs nothing, and your instructor will appreciate you understanding the demands of their work.
The points covered in this blog will serve as a helpful guide for developing your email writing skills. You can learn many more valuable strategies, tips and tricks in our Professional Emails course.
In summary...
The points covered in this blog will serve as a helpful guide for developing your email writing skills. You can learn many more valuable strategies, tips and tricks in our Professional Emails course.
Get access today for 20% off by using the code:
ABYDBLOG.
