A Simple Formula for Student Emails

A good email has five parts:

  1. A greeting
  2. A brief statement of why you are writing
  3. Relevant context, if needed
  4. A specific request, if you are making one
  5. A closing

A professional email is not just polite. It is also clear, specific, and consistent with course policies.

A Less Effective Email

I was sick and missed the reading quiz. Let me know how to make it up. I am attaching my missed homework. Also, can you look over my solutions and show me where I made a mistake?

Why This Email Does Not Work Well

First, the email is missing a greeting. Always begin with something like:

Hi Jan, Hello Professor, Hello,

Second, the email asks for exceptions to course policies. Ordinary absences are already handled by the drop-the-lowest policy. Missed assignments cannot be submitted by email. Email is also not the right place to ask for tutoring or detailed review of homework solutions.

Third, the email is missing a closing. Always end with something like:

Best, Thank you, See you soon,

A Better Version

Hi Jan,

I wanted to let you know that I missed class and will use the drop-the-lowest policy for the missed assignment. I also had difficulty with several homework problems, so I plan to come to office hours to ask questions.

Thank you,

This version is better because it is polite, acknowledges the course policy, and identifies the appropriate next step.

Final Advice

Before sending an email, ask yourself:

Is there a specific action I am asking for?

If the answer is no, you may not need to send the email.