Who says writing email is the easiest way to communicate? In fact, writing emails also has ethics. In other words, the style of speaking in e-mails intended for classmates and for lecturers must of course be distinguished, especially because formal education is the gateway to potential professional careers. That's why, all interactions that occur in it must be done professionally, including when sending emails. For example, emails should always be sent with your academic email address, and should always be opened with a formal greeting. Treat the interaction like a formal business letter. That is, get your point across in a clear, concise, and clear way, and use good grammar!
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Part 1 of 3: Creating a Positive Impression
Step 1. Read the course syllabus to find out the answers to your questions
Generally, your questions have been answered in the material provided by the lecturer at the beginning of the lecture process. As a result, insisting on asking your professor is only going to make you look like a non-serious student, and it can also irritate the lecturer that the content of your email is taking up valuable time.
- The course syllabus will generally contain information regarding assignments, deadlines for submitting assignments, in-class policies, and assignment formats.
- If the lecturer only provides a reading list, there is nothing wrong with sending an email to ask for material that is not explained in the lecture syllabus.
Step 2. Use your academic email address
Chances are, your professor will receive dozens to dozens of emails each day. That's why you should use an academic email address so that emails don't automatically end up in the spam box. Also, sending an email with an academic email address will look much more professional and will help lecturers to clearly identify the sender's name, especially since academic email addresses will generally include the student's full name.
Step 3. Include a representative subject
In other words, make sure the content of your email is known to the lecturer, even if he only reads the subject. Knowing the intent of your email from the start will help your lecturer to set aside the right time to read and respond to it. Therefore, always include a clear and concise email subject!
For example, you could write, “Questions about Recent Assignments” or “Final Essays.”
Step 4. Start the email by mentioning the name of the lecturer along with his title
No matter how important your wishes are, always start your email with a formal greeting, as you would when you write a similar formal letter. For example, start the email by writing “Dear. Dr. Jones,” followed by a comma. Don't forget to use a nickname that matches the lecturer's preferences, okay!
- If you are not sure that the lecturer in question has earned a doctorate, simply address him as “Mr. Jones.”
- If the two of you have often interacted personally, there's nothing wrong with using a more casual greeting, such as “Hello, Sir/Dr. Jones."
Part 2 of 3: Composing Email Content
Step 1. Clearly identify yourself
Since the lecturer in question isn't just teaching you, it's likely that he or she needs to be reminded of your identity. Therefore, always start the email by stating your name, as well as the name of the course you met him in and the class hours, such as "Marketing class in the afternoon."
Step 2. Focus on your point
Remember, lecturers are very busy people. Therefore, make sure the content of your email is not convoluted so as not to take up too much time on unimportant things. Get your point across in a concise, straightforward, and clear way, and avoid unimportant or irrelevant details.
For example, if you have a question regarding an assignment, say it clearly: “There is something I want to ask you regarding the assignment that you gave last Thursday. The task actually has to be done in groups or individually, right, sir/madam?”
Step 3. Write in complete sentences
Remember, these emails are not Facebook uploads or text messages to your peers! That is, always use complete and formal sentences to show your professionalism.
- For example, don't write, "The material in the last class was really cool, sir/madam!"
- Instead, try writing, "Thank you for the last material you taught that enlightened my understanding."
Step 4. Use the right email tone
When contacting a teacher for the first time, remember to use a professional tone and grammar. That is, do not use emoticons for any reason! If you've messaged the lecturer several times, you should be able to write your email in a more casual tone, especially if the teacher is the first to act informally (like sending you an emoticon).
Step 5. Present your request politely
In fact, quite a lot of students like to make demands on their lecturers. Don't do it, because it won't help you to get anything! Instead, state your intentions in the form of a request that your professor may or may not agree to.
For example, if you want to ask for an extension of the time for submitting assignments, don't write, "My grandmother recently passed away, so please extend the deadline for submitting assignments, okay?" Instead, write a more polite sentence like, "I'm sorry sir/madam, This week has been very hard for me because my grandmother has just passed away. If so, would you be willing to give me an extension of time regarding the submission of papers?"
Step 6. Use correct punctuation
If the email is aimed at peers, of course the recipient of the email will not have a problem with placing a period or comma incorrectly. However, if the email is for a teacher, make sure each punctuation is in the right place.
Step 7. Write each word with the correct spelling
Despite the widespread use of text language on the internet, never use it in a professional email! In other words, write each word in its full form, such as “Mr” instead of “Mr”. Use the correct spelling to make your emails look more professional!
Don't forget to check the accuracy of the content of the email with the help of an application or computer program to check the spelling
Step 8. Place the capital letters correctly
In particular, words listed at the beginning of sentences must be capitalized, as are some types of nouns (such as nicknames). Don't treat emails like text-messaging conversations and make sure you always capitalize correctly.
Part 3 of 3: Ending Email
Step 1. State the actions your teacher needs to take
In other words, make sure your wish or request is clearly stated at the end of the email. For example, if you want a reply from him, don't forget to say so. If you feel the need to meet with him, also convey that purpose.
Step 2. Reread the grammar used in the email
Scan the email to make sure no grammatical errors have been made. Oftentimes, this process will help you to spot one or two minor errors that need to be fixed.
Step 3. Reread the email from your teacher's perspective
Make sure your email doesn't sound like you're demanding something. Also make sure your intentions are conveyed in a straightforward, clear, and not colored by personal information that is less important. Apart from being ineffective, this behavior is also unprofessional.
Step 4. End the email with a formal closing greeting
Just like when you start your email with a professional greeting, do the same to end the email. For example, use a formal closing greeting such as "Sincerely" or "Greetings," followed by a comma and ending with your full name.
Step 5. Re-email after one week
Once the email has been sent, don't keep terrorizing your professor for a reply. However, if your email hasn't been replied to for a week or more, it's a good idea to try sending the same email back, just in case he missed your first email.
Step 6. Respond to the email reply you received
After receiving an email reply from the lecturer in question, don't forget to respond to it to show that you have received the email properly. For example, you can simply send a short thank you note or, if necessary, send a longer reply with the same writing rules to keep it sound professional. If your problem or question hasn't been answered by email, try asking him to meet in person.
- For example, you could write, “Thanks for the response, sir/madam. See you in class."
- If you feel the need to meet with the lecturer afterward, try writing, “I really appreciate your views on this matter. If you wish, can I meet directly with you to discuss it in more detail?”
