FORMAL EMAILS

CONTACTING TEACHERS

When contacting a teacher, you are expected to write a relatively formal email. Here are some
guidelines and useful expressions.

Structure:

Greeting
Dear Ms. Smith, / Dear Dr. Jones, / Dear professor, ( only if your teacher is a Dr) / Dear
teacher,

Introduction
I hope this email finds you well / I hope all is well with you
Thank you for your email (if you are replying to a teacher’s previous email)

State the purpose of the email/letter (if you are not replying to a previous email)
I am writing to ask..../ inform you that.../ because /, The reason for my email is that...

1 st paragraph
Explain the situation (describe a problem, explain what you need, why you need something,
etc.)

2 nd paragraph (optional – if the topic changes)

I also wanted to… / Regarding…, I…

Formal closing remark

Thank you/ Thank you very much in advance / I look forward to hearing from you

Final salutation
Best regards, / Best, / Best wishes, / Sincerely,

Name and signature

OC Sánchez
13th COY, 132 PL

Other useful expressions:

 Please find attached (e.g. my PowerPoint presentation) / I attach (e.g. essay) to this email

 Do not hesitate to contact me if you need (e.g. more information)

To request something:

 I would be grateful if you could…

 Would it be possible to (e.g. arrange a tutorial for next week)?

Sample emails

a. New email
Dear Ms. Smith,
I hope this email finds you well. I am writing to inform you that I have a medical check-
up on Wednesday, so I won’t be in class. Since we are supposed to hand in the second
writing task that day, I have attached my essay to this email.
Thank you.
Best,
OC Redondo
11th COY, 111 PL

b. Reply to a teacher’s email

Dear Dr. Jones,
Thank you for your email. 3.30 pm would be great.
See you tomorrow, then. I also wanted to ask you whether you could suggest some
resources to practice the second conditional.
Best regards,
OC Jiménez
12th COY, 123 PL