Fall Semester

KOÇ UNIVERSITY 2020-21

ELC Academic Year

STEPS TO WRITING FORMAL EMAILS

Adapted from How to Email a Professor https://sparkmailapp.com/how-to-email-professor-template
Propellor Collective https://propellercollective.org/blog/on-campus/how-to-email-your-professor

STEP 1: SUBJECT LINE

Write an informative subject of your message. It should be

clear and direct. If you are a student, include your class and
section, too.
Example: POL101/ Section 5: Question about Semester Project

STEP 2. SALUTATION
Use “Dear” or if that feels too formal to you, you can use “Hello”. Start emails to your
teachers with “Dear Professor [last name]” If they have a PhD, you can technically call
them “Dr.” Not all instructors have PhDs, but if they are teaching a college class they can be
addressed as professors. Never start the email off with “Hey” or address your professor by
their first name.
Example:
Hello Professor Fiji,
Dear Dr. Jones,
Dear Mr./Ms./Mrs. Jackson, (If the recipient is NOT a professor)

STEP 3. BACKGROUND INFORMATION

Remind who you are. This line is especially important if you are emailing a professor you
haven’t met personally.
Example:
I am a student in your Introduction to Political Science class (POL101).
Professor Fiji suggested me to contact you for my Political Science 101 project.

STEP 4. PURPOSE OF YOUR MESSAGE

What is the reason for your email? Ask your question, share the information, or give the
update. Concisely write what you need from the professor without going into too much
detail.

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 Fall Semester
KOÇ UNIVERSITY 2020-21
ELC Academic Year

If the purpose of your email is to make a request, it is a better idea to have a

conversation with your professor. If you haven’t had that conversation yet, the purpose
of your email should be about arranging a time to talk.
“It’s in the syllabus!”: A huge number of emails sent to professors by students are seeking
information that has already been communicated by the professor. Before sending the
email, you should check the syllabus, the class website or Blackboard to see if your question
has indeed been answered there.
Example:
I have a question about the essay due next Thursday and I was not able to find the
answer on the syllabus. Should we write our essay only on readings listed on the syllabus
or can I use the scholarly articles I read on my own?
I think meeting with you before I start my project would help me get started in the right
direction. Would you be available for a short meeting next week?

STEP 5. SIGNATURE
Start with “I look forward to hearing from you” or “I look forward to your reply.”
Follow that up with “Best regards”. “Sincerely” and “Sincerely yours” is a good option
for more formal situations, while “Best” or “Regards” is slightly less formal than “Best
regards.” DON’T sign off with “Thanks” or “Thank you!” Save “Thank you” for times
when you want to express gratitude for something someone has already done.
Sign off with your full name, class and student ID number.
Example:
I look forward to hearing from you.
Best regards,
Chantal Jones
ELC 105 202048586867

I look forward to your reply.

Sincerely,
Joel Wyatt
ELC 103 2020485865466

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 Fall Semester
KOÇ UNIVERSITY 2020-21
ELC Academic Year

OTHER IMPORTANT ELEMENTS:

Formality:
 Do NOT use slang, abbreviations or emoticons.
 Double-check your grammar, punctuation, and
spelling.
 Use professional fonts such as Arial, Helvetica, and Times New Roman in black
12-point font. Above all, your message should be easily readable.
Meaningless Nicety: It never hurts to say something like “I hope you are well.” However,
such phrases are used for their social function rather than their literal meaning. This type of
language can feel empty over email although the intention behind it is usually genuine.
The Follow-up: If your professor hasn’t responded to your email, you can send a gentle
follow-up, but wait for at least 24 hours before sending the follow-up. You can add in “Just
following up on my previous email,” right before you get to the real reason.
PRACTICE 1
Work with a partner and discuss the problems in each email.
Improve the emails based on the information in 5 Steps to Writing a Formal Email.

SAMPLE 1
To: cjjones@unc.edu
Subject: POL101

Dear Professor Jones, 

I have a question about the essay due next Thursday. Should we write our essay only
on readings listed on the syllabus or can I use the scholarly articles I read on my
own? 

Chantal Jones

SAMPLE 2

To: fdwilliams@unc.edu
Subject: History 101/ Section 3: Class Attendance

Dr Williams,

I will not attend your class on Thursday.

Bye,
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 Fall Semester
KOÇ UNIVERSITY 2020-21
ELC Academic Year

Joel Wyatt

SAMPLE 3
To: jmcintyre@unc.edu
Subject: POL101/ Section 1: Office Hour

Hello, 

I hope all is well with you during these pandemic days.

I am a student in your Introduction to Political Science class (POL101). Is there a time

we could meet later this week to talk? 

Sincerely, 
Soo Kim

SAMPLE 4
To: jvaldez@unc.edu
Subject: Re: ENG 105/ Section 1: Presentation

Professor Valdez, 

I’m writing to follow up on myemail that I send earlier this week about a Q I have
about my presentation on December 10. still no reply.. ☹ I look forward to hear
from you. 

Bets regards, 

PRACTICE 2
Write an email to your professor.
Inform him/her that you won’t be able to attend the class on Thursday.

To:
Subject: