How To:

Whether you send emails all the time or not at all, emailing a faculty or staff member requires a higher degree of formality than you might use in other contexts. Use this list to help you ensure your email contains all of the necessary details to help an instructor/administrator support you via email!

To email an instructor or administrator, follow these steps. Also, see the image at the bottom of this page to understand the various components of the email:

1.) Send from your CBU Email Account: This ensures the email will make it through the university’s spam filter.

2.) Write the Subject Line: Think of the Subject Line as the title of a nonfiction book. It contains enough information to let the reader know what they can expect to read about inside, but it doesn’t need to be a full sentence, and it shouldn’t contain all the details of your request.

• Emailing an Instructor?: List the Course Number and Section you are in, as well as a brief description of your reason for reaching out. Your instructor may be teaching multiple courses and sections, so this helps them identify your concern and give you relevant answers.

  • Example: “BUS 103, Section A: Clarification Regarding Assignment Deadlines”

• Emailing an Administrator (someone supporting you with university business outside of your classes)?: Provide a few words or phrases about the topic of your request.

  • Examples: “Online-Only Accomodation Request for Joseph Smith” or “Inquiry Regarding Financial Aid Disbursement Timeline”

3.) Write the Salutation: Begin your email with a greeting such as “Dear” or “Hello,” followed by their formal title (such as “Professor,” “Doctor,” “Dean,” “Director,“ etc.) and their last name. Some instructors prefer to be called by their first name or another title, which they will share with you in their syllabus or first day of classes.

• Examples: “Dear Professor Smith,” or ”Hello Dr. Moore,”

4.) The Body: The body of your email should be simple and to the point. Introduce yourself (unless the instructor/administrator knows you already) including the name of the course, course number, and section, and then share your question.

• Use the level of language and font you would use for a class assignment. Spell out words fully and use proper grammar, including capitalization and punctuation. Avoid using emojis or slang (“prof,” “gonna,” etc.). Read the email out loud—or at least to yourself--before you send it to ensure your sentences flow well. Ensure your email is in a font and size that is easy to read; Arial, Calibri, or Times New Roman sizes 11 or 12 typically work well.

• Briefly share the steps you have already taken to try and answer your question. This could include using other resources, such as checking the syllabus, asking a classmate, looking on the university web site, or talking to a Teaching Assistant or Peer Tutor.

• Asking for an extension on an assignment or missing class?: We strongly recommend that this question be asked in person in a one-on-one setting, such as after class or in an instructor’s office hours. However, especially with hybrid or online courses, it may be necessary to ask this over email. Be sure to share briefly your reason for asking for an extension without sharing your entire life story. (Example: “I have a family emergency,” “I have a soccer match,” “I have a job interview,” etc.) It may be helpful to propose an alternative deadline for any work that must be completed, in order to show the instructor that you are serious about completing the assignment in a timely manner. It may be helpful to discuss this with your advisor, who can point you to additional resources and ideas depending on your circumstances.

4.) Sign Off: End the email with a sign-off (“Best,” “Cheers,” “Thanks,” etc.) followed by your first and last name. This will make it easier for the professor/administrator to find you in their system.

REMINDER: During your time at CBU, you will develop closer relationships with some faculty members and administrators that might allow you to relax these formal email procedures a bit, but it’s always important to start out your communication in ways that demonstrate the utmost respect and willingness to learn. University faculty and staff value your feedback, questions, and concerns and want to support you as a student, so help them help you by reaching out when you need something!

Resource developed by CBU Academic Services

Adapted from: https://academicpositions.com/career-advice/how-to-email-a-professor