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How to Write an Email to a Professor (With Examples)

By Hannah Yang

Table of Contents

How to email a professor in 7 steps, email to professor examples.

Emailing your professor can be a daunting task.

Writing professional emails is never easy, but composing an email to a professor can feel especially nerve-racking. After all, your professors have a lot of control over your academic success and your future career, so you don't want to make a mistake.

So, how exactly do you write a successful email to a professor?

In this article, we’ll give you a step-by-step guide for how to write an email to your professor, plus a set of email templates you can use.

We’ve broken the process of emailing your professor into seven simple steps.

Step 1: How to Write the Subject Line

Start by writing a clear, concise subject line for your email.

Your subject line should be specific to your situation. Ideally, your professor should understand why you’re emailing them without even having to open the body of your message.

For example, if you’re emailing to request an extension for a research paper, you can use the subject line “Research paper deadline extension.” Or, if you’re emailing to ask for a clarification about the syllabus, you can use the subject line “Question about class syllabus.”

Step 2: How to Address a Professor in an Email

You should start your email with a formal salutation.

You can use formal greetings, such as “Dear” or “Hi,” followed by your teacher’s preferred title, whether that’s “Professor [Last Name],” “Mr. [Last Name],” “Ms. [Last Name],” or simply “[First Name].”

If you’re not sure about your professor’s title, “Dear Professor [Last Name]” is always a safe bet.

Step 3: How to Start an Email to a Teacher

Start your email by introducing yourself and explaining which class you’re in. For example, you might write, “My name is Hannah, and I’m a freshman in your ENGL 453 class.”

It’s common for professors to teach multiple classes, especially at large universities, so they don’t always know all their students by name. If you’re emailing from your academic account, they’ll likely be able to see your full name in the system, but it’s still better to be safe than sorry.  

Of course, if you’ve already established a working relationship with your professor, and they know who you are, you don’t have to introduce yourself. Instead, you can start your email with a friendly greeting, such as “I hope your week is going well” or “Happy Friday!”

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Step 4: How to Explain Your Request

Now that you’ve finished your introduction, it’s time to explain all the essential information about why you’re writing this message.

Professors lead busy lives, so try to keep the body of your email as concise as possible. Don’t use a whole paragraph when a single sentence would do.

Try to keep a professional tone while you explain your request. You don’t need to sound overly stiff, but you should generally avoid using slang or making jokes.

If you’re writing about an issue that includes personal details, such as a health issue or the loss of a loved one, it’s okay to be vague when explaining your reasons. Don’t feel pressure to include details about your personal life that you’re not comfortable sharing.

Finally, be specific about what kind of follow-up action you’re requesting from your professor, if any. For example, you can write, “Please let me know if it would be possible to extend the deadline,” or “Please send me your feedback on this draft at your earliest convenience.”  

Step 5: How to End an Email to a Professor

You can end the body of your email with a simple expression of gratitude. You can write something like, “Thank you for your understanding and support,” or simply “Thanks for your time.”

Step 6: How to Sign Off an Email

Sign off your email with a simple closing salutation, followed by your first name.

Keep it simple and polite. Popular choices include “Best,” “Thanks,” “Sincerely,” and “Regards.”

Step 7: Edit Your Email with ProWritingAid

You don’t want to send your professor an email riddled with grammar mistakes, especially if it’s your English professor! And even if they teach a different subject, like math or biology, you still want to make sure you’re putting your best foot forward.

Editing your email with ProWritingAid can help you avoid mistakes. Our editing tool will correct grammar errors, spelling typos, and weak word choices.

You can even ask the tool to help you ensure you’re using a formal tone so your email doesn’t come across as casual or unprofessional.

Now that we’ve gone over the seven steps for writing an email to a professor, let’s look at some examples.

Here are some email templates you can use, depending on your specific situation.  

Sick Email to Professor Example

Subject line: Missing class today

Dear Professor [Last Name],

My name is [your name], and I’m a student in your class [class name]. I’m writing to let you know that I won’t be able to make it to class today, due to health issues. [Insert details if needed].

Please let me know what material we’ll be covering so I can make it up before the next class.

[Your name]

Sample Email to Professor Asking for Help

Subject line: Help with [class name]

My name is [your name]. I’ve been really struggling with your class [class name] this semester, and I’m having a hard time understanding [details].

Would you have time to sit down with me and help me better understand the material? I would welcome any support you can offer.

Thank you in advance! I look forward to hearing from you.

How to Email a Professor About a Grade

Subject line: My grade for [assignment/exam name]

I hope your week is off to a good start!

I recently received my grade for [assignment/exam name], and it was lower than I expected. Could you please tell me where I lost points?

I know you have a busy schedule, but I would really appreciate more details, since I’m sure that information could also help me improve my grades in the future.

Thank you so much for your time!

Sample Email to Professor for Research

Subject line: Research opportunities in your lab

I hope you’re doing well!

My name is [your name], and I’m a [year, major]. I’m writing to ask about research opportunities in your lab next semester.

I’m really interested in the topic you’re researching because [details], and I have experience conducting research with [previous experience, if any].

Please let me know if you have any openings that might be suitable for me. I look forward to hearing from you!

How to Write an Apology Email for Missing a Class

Subject line: Missing class yesterday

I hope your week is going well.

I’m writing to apologize for missing your class [class name] yesterday. I was unable to attend because [details].

I know it was an important class and that I shouldn’t have missed it. I’ll do my best to ensure this doesn’t happen again. Thank you for your support and understanding.

Extension Email to Professor Example

Subject line: Extension for [Assignment Name]

My name is [your name], and I’m a student in your class [class name]. I’m writing to request an extension for our assignment about [assignment details].

I’ve been struggling to complete the assignment in time because of [reasons]. I would really appreciate it if you could extend the deadline to [new deadline date], due to my situation.

Please let me know if that would be okay. Thank you so much for your flexibility.

Thanks again,

How to Write a Follow-Up Email to a Professor

Subject line: Follow-up re: [subject]

I recently emailed you about [topic].

I’m just writing to follow up on my previous email and make sure you’ve received it. If you have, please let me know when I can expect a reply.

Thank you again for your time!

Warm regards,

How to Email a Professor About Getting Into Their Class

Subject line: Joining your class [class name]

My name is [your name], and I’m a [year, major] at [school name]. I’m interested in joining your class [class name]. I’m really fascinated by [topic] because [reasons], and I’ve heard that your class is a must-take class for students interested in [topic].

I don’t know how much demand there is for the class, but I’m curious if there’s anything I should do in advance to increase my chances of getting into the class.

Thank you for your consideration! I look forward to hearing from you.  

There you have it—our guide for composing a clear and professional email to a professor.

Good luck, and happy writing!

Hannah Yang

Hannah is a speculative fiction writer who loves all things strange and surreal. She holds a BA from Yale University and lives in Colorado. When she’s not busy writing, you can find her painting watercolors, playing her ukulele, or hiking in the Rockies. Follow her work on hannahyang.com or on Twitter at @hannahxyang.

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Effective Email Communication

What this handout is about.

This handout is intended to help students, faculty, and University professionals learn to use email more effectively. It can help you determine whether email is the best mode of communication in a particular situation and write messages that successfully convey your meaning to your intended audience.

Although email is a valuable tool, it creates some challenges for writers. Miscommunication can easily occur when people have different expectations about the messages that they send and receive. Email is used for many different purposes, including contacting friends, communicating with professors and supervisors, requesting information, and applying for jobs, internships, and scholarships. Depending on your purposes, the messages you send will differ in their formality, intended audience, and desired outcomes.

So—how do you know when sending an email is the most effective way of accomplishing your communication goals? When is a brief message OK, and when it is more appropriate to send a longer, more professional-sounding email? How should you decide what style of writing is appropriate for each task? Keep reading for answers to these questions!

When is email the appropriate form of communication to use?

Email is a good way to get your message across when:

• You need to get in touch with a person who is hard to reach via telephone, does not come to campus regularly, or is not located in the same part of the country or world (for instance, someone who lives in a different time zone).
• The information you want to share is not time-sensitive. The act of sending an email is instantaneous, but that does not mean the writer can expect an instantaneous response. For many people, keeping up with their email correspondence is a part of their job, and they only do it during regular business hours. Unless your reader has promised otherwise, assume that it may take a few days for them to respond to your message.
• You need to send someone an electronic file, such as a document for a course, a spreadsheet full of data, or a rough draft of your paper.
• You need to distribute information to a large number of people quickly (for example, a memo that needs to be sent to the entire office staff).
• You need a written record of the communication. Saving important emails can be helpful if you need to refer back to what someone said in an earlier message, provide some kind of proof (for example, proof that you have paid for a service or product), or review the content of an important meeting or memo.

When is email NOT an appropriate form of communication to use?

Email is not an effective means of communication when:

• Your message is long and complicated or requires additional discussion that would best be accomplished face-to-face. For example, if you want feedback from your supervisor on your work or if you are asking your professor a question that requires more than a yes/no answer or simple explanation, you should schedule a meeting instead.
• The information is highly confidential. Email is NEVER private! Keep in mind that your message could be forwarded on to other people without your knowledge. A backup copy of your email is always stored on a server where it can be easily retrieved by interested parties, even when you have deleted the message and think it is gone forever.
• Your message is emotionally charged or the tone of the message could be easily misconstrued. If you would hesitate to say something to someone’s face, do not write it in an email.

Who is your audience?

People have different opinions what email should look like, so it is always helpful to be aware of the expectations of your audience . For example, some people regard email as a rapid and informal form of communication—a way to say “hello” or to ask a quick question. However, others view email as simply a more convenient way to transmit a formal letter. Such people may consider an informal email rude or unprofessional.

A message like this one might be OK to send your friend, but not to your professor:

Do you know what the assignment is about? Can U help me?

Although it may be obvious to you that you wouldn’t send such an email to your professor, let’s carefully examine what assumptions this message makes about the reader and their expectations. The tone of this message is very casual; it assumes that the reader knows who the sender is and has a close personal relationship with the sender. Because it contains an ambiguous reference to “the assignment,” this message also assumes that the reader is familiar with the subject matter at hand (for instance, it assumes the reader will know which course and which particular assignment the sender is referring to). The writer also makes an implicit assumption about the reader’s comfort with the language that is often used when sending an instant message or text message. The “U” might be taken by some readers as a sign that the writer is too lazy to type out the word “you.”

Making assumptions about your audience’s expectations increases the risk that your message or its tone will be misinterpreted. To ensure that your message has its intended effect, use the following questions to help you think about your audience and their needs:

• Who is your audience? How often does your audience use email to communicate?
• What is your audience’s relationship to you—for example, is the reader your teacher? Your boss? A friend? A stranger? How well do you know them? How would you talk to them in a social situation?
• What do you want your audience to think or assume about you? What kind of impression do you want to make?

Important components of an effective email:

Subject lines.

Email subject lines are like newspaper headlines. They should convey the main point of your message or the idea that you want the reader to take away. Therefore, be as specific as possible. One-word subjects such as “Hi,” “Question,” or “FYI” are not informative and don’t give the reader an idea of how important your message is. If your message is time sensitive, you might want to include a date in your subject line, like “Meeting on Thurs, Dec 2”. Think about the subject lines on the email messages you receive. Which ones do you think are most effective? Why?

Greetings and Sign-offs

Use some kind of greeting and some kind of sign-off. Don’t just start with your text, and don’t just stop at the end without a polite signature. If you don’t know the person well, you may be confused about how to address them (“What do I call my TA/professor?”) or how to sign off (Best? Sincerely?). Nonetheless, it is always better to make some kind of effort. When in doubt, address someone more formally to avoid offending them. Some common ways to address your reader are:

• Dear Professor Smith,
• Hello, Ms. McMahon,
• Hi, Mary Jane,

If you don’t know the name of the person you are addressing, or if the email addresses a diverse group, try something generic, yet polite:

• To whom it may concern,
• Dear members of the selection committee,
• Hello, everyone,

Your closing is extremely important because it lets the reader know who is contacting them. Always sign off with your name at the end of your message. If you don’t know the reader well, you might also consider including your title and the organization you belong to; for example:

Mary Watkins Senior Research Associate Bain and Company

Joseph Smith UNC-CH, Class of 2009

For your closing, something brief but friendly, or perhaps just your name, will do for most correspondence:

• Best wishes,
• See you tomorrow,

For a very formal message, such as a job application, use the kind of closing that you might see in a business letter:

• Respectfully yours,

Cc: and Bcc: (‘carbon copy’ and ‘blind carbon copy’)

Copying individuals on an email is a good way to send your message to the main recipient while also sending someone else a copy at the same time. This can be useful if you want to convey the same exact message to more than one person. In professional settings, copying someone else on an email can help get things done, especially if the person receiving the copy is in a supervisory role. For example, copying your boss on an email to a non-responsive co-worker might prompt the co-worker to respond. Be aware, however, that when you send a message to more than one address using the Cc: field, both the original recipient and all the recipients of the carbon copies can see all the addresses in the To: and Cc: fields. Each person who receives the message will be able to see the addresses of everyone else who received it.

Blind copying emails to a group of people can be useful when you don’t want everyone on the list to have each other’s addresses. The only recipient address that will be visible to all recipients is the one in the To: field. If you don’t want any of the recipients to see the email addresses in the list, you can put your own address in the To: field and use Bcc: exclusively to address your message to others. However, do not assume that blind copying will always keep recipients from knowing who else was copied—someone who is blind copied may hit “reply all” and send a reply to everyone, revealing that they were included in the original message.

Some additional tips for writing more effective emails

Think about your message before you write it. Don’t send email in haste. First, decide on the purpose of your message and what outcome you expect from your communication. Then think about your message’s audience and what they may need in order for your message to have the intended result. You will also improve the clarity of your message if you organize your thoughts before you start writing. Jot down some notes about what information you need to convey, what questions you have, etc., then organize your thoughts in a logical sequence. You can try brainstorming techniques like mapping, listing, or outlining to help you organize your thoughts.

Reflect on the tone of your message. When you are communicating via email, your words are not supported by gestures, voice inflections, or other cues, so it may be easier for someone to misread your tone. For example, sarcasm and jokes are often misinterpreted and may offend your audience. Similarly, be careful about how you address your reader. For instance, beginning an email to your professor or TA with “Hey!” might be perceived as being rude or presumptuous (as in “Hey you!”). If you’re unsure about how your message might be received, you might try reading it out loud to a friend to test its tone.

Strive for clarity and brevity in your writing. Have you ever sent an email that caused confusion and took at least one more communication to straighten out? Miscommunication can occur if a message is unclear, disorganized, or just too long and complex for readers to easily follow. Here are some steps you can take to ensure that your message is understood:

• Briefly state your purpose for writing in the very beginning of your message.
• Be sure to provide the reader with some context. If you’re asking a question, cut and paste any relevant text (for example, computer error messages, assignment prompts you don’t understand, part of a previous message, etc.) into the email so that the reader has some frame of reference for your question. When replying to someone else’s email, it can often be helpful to either include or restate the sender’s message.
• Use paragraphs to separate thoughts (or consider writing separate emails if you have many unrelated points or questions).
• Finally, state the desired outcome at the end of your message. If you’re requesting a response, let the reader know what type of response you require (for example, an email reply, possible times for a meeting, a recommendation letter, etc.) If you’re requesting something that has a due date, be sure to highlight that due date in a prominent position in your message. Ending your email with the next step can be really useful, especially in work settings (for example, you might write “I will follow this up with a phone call to you in the next day or so” or “Let’s plan to further discuss this at the meeting on Wednesday”).

Format your message so that it is easy to read. Use white space to visually separate paragraphs into distinct blocks of text. Bullet important details so that they are easy to pick out. Use bold face type or capital letters to highlight critical information, such as due dates. (But do not type your entire message in capital letters or boldface—your reader may perceive this as “shouting” and won’t be able to tell which parts of the message are especially important.)

Proofread . Re-read messages before you send them. Check your grammar, spelling, capitalization, and punctuation. If your email program supports it, use spelling and grammar checking tools. Try reading your message out loud to help you catch any mistakes or awkward phrasing that you might otherwise miss.

Questions to ask yourself before sending an email message

• Is this message suitable for email, or could I better communicate the information with a letter, phone call, or face-to-face meeting?
• What is my purpose for sending this email? Will the message seem important to the receiver, or will it be seen as an annoyance and a waste of time?
• How much email does the reader usually receive, and what will make them read this message (or delete it)?
• Do the formality and style of my writing fit the expectations of my audience?
• How will my message look when it reaches the receiver? Is it easy to read? Have I used correct grammar and punctuation? Have I divided my thoughts into discrete paragraphs? Are important items, such as due dates, highlighted in the text?
• Have I provided enough context for my audience to easily understand or follow the thread of the message?
• Did I identify myself and make it easy for the reader to respond in an appropriate manner?
• Will the receiver be able to open and read any attachments?

Sample emails

Use what you’ve just learned to explain why Student 2’s email to Professor Jones is more effective than the email written by Student 1. How does the tone of the messages differ? What makes Student 2’s email look and sound more appropriate? What are the elements that contribute its clarity? If you were Professor Jones and you received both messages, how would you respond to each one?

Email from Student 1:

hey, i need help on my paper can i come by your office tomorrow

Email from Student 2:

Hi Dr. Jones,

I am in your ENGL 101 class on Thursdays, and I have a question about the paper that is due next Tuesday. I’m not sure that I understand what is meant by the following sentence in the prompt:

“Write a 10 page paper arguing for or against requiring ENGL 101 for all UNC freshmen and provide adequate support for your point of view.”

I am not sure what would count as “adequate” support. Would using 3 sources be OK?

Can I come by your office tomorrow at 2:00 pm to talk to you about my question? Please let me know if that fits your schedule. If not, I could also come by on Friday after 1:00.

Here are two versions of an email from a supervisor, Jane Doe, to a group of her employees. Which version do you think is most effective? Why?

Version 1 of Jane Doe’s Email:

Subject: tomorrow As you know, tomorrow afternoon we’ll be meeting to discuss the status of all of our current projects. Donuts will be provided. Be sure to arrive on time and bring along the materials you have been working on this week—bring enough copies for everyone. Some of these material might include your calendars, reports, and any important emails you have sent. Also, I wanted to remind you that your parking permit requests are due later this week; you should turn those in to Ms. Jones, and if she is not at her desk when you stop by, you can email them to her.

Version 2 of Jane Doe’s Email:

Subject: materials for Wed. staff meeting

Hi, everyone—

For tomorrow’s 3 p.m. staff meeting in the conference room, please bring 15 copies of the following materials:

• Your project calendar
• A one-page report describing your progress so far
• A list of goals for the next month
• Copies of any progress report messages you have sent to clients this past month

See you tomorrow—

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Lamb, Sandra E. 2006. How to Write It: A Complete Guide to Everything You’ll Ever Write , 2nd ed. Berkeley: Ten Speed Press.

Terminello, Verna, and Marcia G Reed. 2002. E-Mail: Communicate Effectively . New Jersey: Prentice Hall.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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• Writing Tips

How to Write an Academic Email

4-minute read

• 21st October 2019

When you email a professor or tutor for the first time, you want to make a good impression. But how can you do this? Our top tips for writing an academic email include the following:

• Consider whether you need to send an email. You may be able to find the information in your syllabus, timetable, or other course materials.
• Write a clear subject line setting out what your email is about.
• Let the recipient know who you are and make a specific request.
• Use a clear, concise writing style and appropriate academic language.
• Proofread  your email carefully before hitting send.

Check out our guide below for more on how to write an academic email.

1. When to Send an Academic Email

If you say the word “inbox” to an academic, they will shudder in horror. This is because most lecturers and tutors receive dozens of emails every day. Keeping on top of this can take a lot of time and effort.

So, before writing an email, ask yourself: Do I need to send this?

Often, you can find the information you need in other places. If you want to know about a reading assignment, for example, you should check your syllabus, course documentation, or reading list.

This isn’t to say you shouldn’t ask for help. Academic staff are there to assist you. But they can do this more effectively if they have time to spare, so it’s best only to email someone when you can’t find the information elsewhere.

2. Subject Line

Every academic email should have a  clear subject line  that sets out why you’re emailing. For example, if you need to discuss a paper you’re writing, a vague subject line like “Question” or “Urgent!” may be easy to overlook.

Instead, you could write something like:

Aristotle Paper – Tutorial Request for Wednesday

This is short and simple, but the recipient will immediately understand the topic of your email, what you need, and when you need it.

3. Be Specific About Why You’re Emailing

The text of your email should be as specific as possible. To do this:

• Set out who you are and your relationship to the recipient.
• Explain your situation in no more than a couple sentences. For more complex requests, you’re better off setting up a meeting in person.
• Suggest how the recipient can help you address the problem.

This will ensure the recipient knows who you are and what you need from them. The simpler you make this, the easier it will be for them to respond.

4. Be Clear, Concise and Formal

As well as being specific, you need to use an appropriate writing style. This should be clear, concise, and  formal . Be sure to:

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• Address the recipient using their proper title (e.g.,  Dear  Prof.  Smith ).
• Use academic language as appropriate (avoid slang and emojis).
• Be polite in your request; don’t make demands.
• Thank the recipient for their time at the end of the email.

It may be the recipient is happy for you to use a less formal writing style. But it’s best to stick to formal, respectful language until you get to know them.

5. Proofread Carefully

Finally, be absolutely sure you  proofread your email before sending it.

This will save you from any embarrassing typos, ensuring your email is easy for the recipient to understand.

Example Academic Email

In closing, here’s an example of an academic email:

Dear Prof. Smith,

I am a first-year student on your Ancient Greek Philosophy module, and I was hoping we could meet to discuss the upcoming Aristotle paper (due on March 3).

I am planning to write about Plato and Aristotle, and I have attended the lectures and completed the required reading, but I have questions I would like to ask before I begin writing. Will you be available to meet this Wednesday?

Early afternoon would be best for me, but I am happy to adapt my schedule if you are not available then. If we cannot meet, do you have any books or research papers about Plato and Aristotle that you can suggest?

Thank you for your time.

Kind regards,

Isaac Kinsella

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Make sure your writing is the best it can be with our expert English proofreading and editing.

How to Write Email

How to write engaging email assignments easily.

Open the door to effective email communication with key insights on crafting assignments that captivate and engage recipients.

Table of Contents

Key Takeaways

• Email assignments promote efficient communication and accountability .
• Clear subject lines facilitate understanding and prioritization.
• Effective message structure shows empathy and emphasizes important points.
• Professional tone and language ensure clear and concise communication.

Importance of Email Assignments

Crafting a Clear Subject Line

Structuring Your Message Effectively

• Show Empathy : Begin by acknowledging the recipient’s time and workload to create a sense of understanding.
• Express appreciation for their assistance or expertise to establish a positive tone.
• Highlight Importance : Use clear subheadings to emphasize crucial points, making it easier for the reader to grasp the key information quickly.
• Bold important details or deadlines to draw attention and ensure they aren’t overlooked.

Professional Tone and Language

Polishing Your Email for Submission

• When submitting your email assignment, remember that first impressions matter.
• Polishing your email shows respect for the recipient and can positively influence their perception of you.

Frequently Asked Questions

What do you write in an email when sending an assignment, how do you write an assignment subject in an email, how do you write a business email assignment, how do i email my teacher assignment.

Erik – Email, SEO, AI Expert Writer Erik is the strategist, the thinker, and the visionary. His role at Influenctor is pivotal in integrating SEO with AI-driven content strategies. With an extensive background in email marketing and a profound understanding of search engine algorithms, Erik develops innovative strategies that elevate our client’s online presence. His work ensures that our content is seen, felt, and remembered.

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Make your message stand out with a p.s. in email.

• Using “P.S.” in emails can enhance your message and capture recipients’ attention.
• “P.S.” can be used as a powerful tool in email marketing campaigns to drive engagement and conversions.
• Adding a personal touch and using “P.S.” strategically can make your emails more effective.
• Understanding when and how to use “P.S.” properly is important to maintain professionalism and avoid miscommunication.
• An effective “P.S.” can optimize email engagement and help achieve your communication objectives.

Why and How to Use “P.S.” in Your Emails

Understanding the meaning of “p.s.”, using “p.s.” in email marketing, examples of using “p.s.” to enhance your emails.

• Add a personal touch : In your follow-up emails, include a “P.S.” to mention something specific about the recipient, showing that you value their individuality.
• Create urgency: Use a “P.S.” to emphasize a limited-time offer or a deadline for taking advantage of a promotion.
• Include a call-to-action: Use a “P.S.” to urge your recipients to take a specific action, such as clicking on a link or replying to the email.
• Reinforce your main message: Summarize the key point of your email in the “P.S.” to ensure it sticks with your recipient.

When to Use “P.S.” in Your Emails or Letters

• Adding an afterthought: If you have an additional idea or information that is relevant to your message but not crucial to the main body of your email, a “P.S.” is the perfect place to include it.
• Highlighting important details: Use a “P.S.” to draw attention to key information that you want your recipient to remember, such as a meeting time or an important attachment.
• Enhancing readability: If you have a lengthy email, you can use a “P.S.” to break up the text and provide a concise summary or final thought.

Using “P.S.” for Added Punctuation and Clarity

Best Practices for Using “P.S.” in Email Communication

Writing “p.s.” in the body of the email.

Adding a Personal Touch with “P.S.”

Considerations for using “p.s.” in email marketing campaigns, ensuring proper use of “p.s.” in your email or letter.

• Keep the “P.S.” short and concise to maintain its impact.
• Use the “P.S.” to convey important information or emphasize a key point.
• Avoid using “P.S.” multiple times in a single email or letter, as it may diminish its effectiveness.
• Proofread your email or letter to ensure that the “P.S.” is grammatically correct and supports your overall message.

Utilizing “P.S.” as an Additional Means of Communication

Tips for writing an effective “p.s.”, how to make the most of “p.s.” in your email’s main body, adding an afterthought with “p.s.”, understanding the importance of “p.p.s.” in email communication, using “p.s.” in personal email messages, optimizing email engagement with “p.s.”.

How do I write “P.S.” in an email to make my message stand out?

Why should i use “p.s.” in my emails, can i use “p.s.” in email marketing campaigns, when is it appropriate to use “p.s.” in my emails or letters, how can i make the most of “p.s.” in my email’s main body, how to write a professional pto request email.

Planning to request time off but not sure how to approach it? Learn the art of crafting a PTO request email with professionalism and gratitude.

• PTO is a valuable benefit that contributes to employee happiness and prevents burnout.
• Understanding the formal request process for PTO is essential, including advance notice and completion of a leave request form.
• Crafting a persuasive PTO request email involves clearly stating the dates, providing a valid reason, expressing willingness to be available for emergencies, using a professional tone, and offering to make coverage arrangements.
• Tips for successful time off requests include planning ahead, stating dates and reasons clearly, following up with managers, and communicating with the team before and after the time off.

• Plan Ahead : Request time off well in advance, especially for longer vacations or during busy periods. This allows your manager and team to plan for your absence and ensures a smoother transition.
• Be Clear and Concise : When writing the PTO request email, clearly state the dates you're requesting for time off and the reason for your absence. Use a professional and polite tone in your email.
• Offer Coverage : If possible, offer to make arrangements for coverage during your absence. This shows consideration for your team and helps ensure that work continues smoothly in your absence.
• Stay Available : Express your willingness to be available for any emergencies that may arise during your time off. Providing a contact number or email address where you can be reached shows responsibility and commitment to your role.

Can I Use the Same Format for Requesting PTO in an Email?

How to write a catchy p.s. in your email.

Yearning to master the art of email persuasion? Uncover the secrets of writing a compelling P.S. that leaves a lasting impact.

• The P.S. in email is a powerful tool for enhancing communication and marketing strategies.
• Proper formatting and punctuation of the P.S. is important for clarity and impact.
• The P.S. allows for added emphasis, personalization, and strengthening of relationships.
• The P.S. can be used as a compelling call to action, prompting immediate action from the reader.

• Use 'P.S.' or 'PS' without trailing punctuation to capture attention and reinforce the message effectively.
• Consider the audience and formality to decide on the appropriate usage of 'P.S.' in the email.
• Place the 'P.S.' after the signature to ensure it's noticed at the end of the email.

Can I Include P.S. in an RSVP Email?

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How to Write an Email to Submit an Assignment

In this blog, we'll go over the 6 steps you need to follow to write an effective email for submitting an assignment.

An email is an essential tool for communication in the modern world, especially in the academic world. Whether you're a student, teacher, or professional, writing emails has become a crucial part of our daily lives. In the academic world, emails are a common way of submitting assignments, communicating with teachers and professors, and collaborating with classmates.

In order to make a good impression, it would be considered beneficial to write an email to submit an assignment properly. Before moving forward in the blog, let's talk about why is it important to write an email before submitting an assignment. 

Importance of writing an email before turning in an assignment:

An email to submit an assignment allows students to communicate with their teachers in a professional and organized manner. This helps to establish a clear line of communication between the student and teacher and sets the tone for the rest of the course. What happens when you form communication before turning in an assignment is that it gives you a chance to convey the particulars, context, or any other important information that you feel like sharing with the teacher before he or she can keep it in mind before evaluating your paper. 

Moreover, emails can provide a permanent record of communication between the student and teacher. This is useful for both parties, as it allows the teacher to easily refer back to previous correspondence if necessary, and the student to have a record of the communication for their own reference. In addition, emails can be easily saved, archived, and searched, making them a great tool for record-keeping purposes.

In this blog, we'll go over the 6 steps you need to follow to write an effective email for submitting an assignment.

1. Use a professional email address

The first step in writing an email to submit an assignment is to use a professional email address. Your email address is often the first impression people have of you, so it's crucial to choose a professional email address that reflects your identity. Avoid using personal email addresses that include nicknames, humor, or casual language. Instead, use an email address that includes your first and last name, or your initials and last name.

For example, go for "[email protected]" which is a professional email address, whereas "[email protected]" on the other hand is not.

2. Give a clear subject line

The subject line of your email is the first thing people see, so it's important to keep a clear and concise subject line. The subject line should provide an overview of the content of your email, so the recipient knows what to expect.

For example, "Assignment Submission: [Name of Assignment]" is a clear and concise subject line that clearly indicates the purpose of the email. Avoid using vague or misleading subject lines, as this can lead to confusion and can make it more difficult for the recipient to understand the content of your email.

3. Start with a formal greeting

When writing an email to submit an assignment, it's important to start with a formal greeting. The greeting should include the recipient's name if you know it, and a polite salutation such as "Dear [Name],".

If you don't know the recipient's name, use a general greeting such as "Dear Sir/Ma’am,". The greeting sets the tone for the rest of the email, so it's better to choose the right words and tone.

4. Provide a brief introduction

In the next section of your email, provide a brief introduction. This section should briefly introduce yourself and explain the purpose of the email.

For example, "My name is [Your Name] and I am a student in [Name of Course]. I am writing to submit my [Name of Assignment] for your review and feedback." This section should be short and to the point, so the recipient knows who you are and why you're writing.

5. Attach the assignment

The most important part of your email to submit an assignment is to attach the assignment itself. Make sure that the attachment is saved in a file format that is compatible with the recipient's computer, and that the file is clearly labeled with your name and the name of the assignment.

For example, "Name - [Name of Assignment].pdf". It's also a good idea to include a brief description of the attachment in the body of your email, to ensure that the recipient knows what the attachment is.

6. Provide additional information

In this section of your email, provide any additional information that the recipient may need. This could include a brief summary of the assignment, any specific instructions or guidelines that the recipient should follow, and any other relevant information.

For example, "The assignment is based on [Name of Topic] and includes [Number of Pages/Words]. I have followed all the guidelines and instructions provided in the guidebook and as given in the problem statement. 

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• Top 10 Tips to Improve Academic Writing
• How to Write a Perfect Resume For Freshers and Experienced
• How to Write a Project Proposal?
• How to Make a Tender Proposal That Will Win Your Business

Sample Email For Sending Assignment To Professor

• January 11, 2023
• Academic Emails

Communication between professors and students is normal in the educational field. Students are advised to reach out to their professors if they have any academic challenges.

Emails are the preferred means of communication between faculty and students. To facilitate this, most educational institutions provide both faculty and students with professional email addresses.

Students looking to submit assignments and other relevant documents can send them through these emails. To make it easier to send emails to your professor, we’ve also created some templates, that can easily be modified for the purpose.

It doesn’t matter whether you’re sending an assignment on time or you missed the deadline, we’ve put together some great emails to make things easier.

Use Proper Title

Use school email, formal tone, correct grammar, identify yourself, clear and brief, explain your situation, don’t forget attachment, wait patiently, clear subject line, end formally, school website, course syllabus, other students, template 1: assignment submission, template 2: assignment submission, template 3: late assignment submission, template 4: requesting feedback on assignment, template 5: delivering first part of assignment (multiple part assignment), tips for emailing professors.

There’s no need to worry about the content of your email to your professor. Simply follow some basic and professional curtsy to avoid any problems while increasing the chances of a positive response.

You should avoid using informal titles when addressing them. Keep in mind you’re addressing their station and using their official email address.

No one wants their school to think they’re over-friendly with one of their students. School administrators have access to these emails so you should address the professor properly.

Additionally, professors put in a lot of effort to achieve their titles. So, you should address them as such.

If they aren’t yet professors, address them as Dr. if that’s what they are. Addressing a professor as Dr. could end up causing problems.

Students may not consider it a big deal but professors appreciate it when students use the title, they worked their hardest to earn.

Examples: Dear Professor {{ Last name }} Dear Dr. {{ Last name }}

In this age of information, colleges worldwide provide their students with emails they can use to communicate with their peers and faculty. Any communication between faculty and students is expected to pass through these emails.

Students are usually forbidden from contacting professors through their personal email addresses. Not only does this help you the student but it also helps the professor.

The school would be able to moderate any conversation between staff and students and the emails can easily be retrieved in the event of any investigation.

Contacting a professor through their personal emails is a good way to get them into trouble or receive no response from the professor.

They expect work-related emails through their official email addresses. Contacting them through their personal email addresses could end up annoying them.

It doesn’t matter how close you may be to the professor. You should always use a formal tone in your emails. Refrain from using emojis and other slang that are considered informal.

Keep in mind that the professor is not one of your peers. Using formal language is a sign of respect for the professor and their station.

You’re writing to the professor at their formal station. Ensure that you use a formal tone when communicating with them. Additionally, any sign of over-friendliness between students and professors could lead to questions.

No one likes reading bad vocabulary and this includes professors. They expect students at that level of education to have good writing skills, especially when writing simple emails.

To avoid common grammar errors, students can use tools like Grammarly to identify and rectify such mistakes. These tools are completely free and integrate well into your favorite email client.

That said, it’s worth noting that these tools aren’t perfect. So, it’s advisable to go through your writing even after Grammarly corrections have been made to avoid any mistakes.

It doesn’t matter how entitled you may be feeling, you should always be polite in your emails, especially to people in authority. Even if you dislike the professor, you shouldn’t show it in your email.

Try your best to be polite in your email, unless you’re looking for a negative or no response. The professor would most likely skip over your email if your tone isn’t polite.

Don’t give the professor unnecessary work to do. They have busy schedules and the last thing they want to do is spend the next few hours looking through their student list to identify who you are or which class you may be in.

Introduce yourself, your class, and section (if applicable) in your email or add it to the email signature.

Don’t write them an entire essay, it isn’t an assignment. Keep your message as short as you possibly can, while maintaining all necessary formality.

Professors receive emails from different sources daily and wouldn’t have the time to read through your long email. So, it’s advisable to keep your email short and to the point while maintaining a polite tone.

Explain what you need from them as politely as you can. Don’t just demand something from them as if you’re entitled to it. They would simply ignore your email and focus on more pressing matters.

If you’ve already discussed what you need from them earlier, you can politely remind them in a single sentence. You don’t need to remind them of the time you met and everything that occurred.

If you’re submitting an assignment, you should ensure that it’s properly attached. Those things can be quite tricky sometimes.

Can’t remember the number of times I sent an email informing someone of an attachment only to receive a response that I didn’t attach the documents.

Ensure that the assignment is properly attached before you click send on your email. That said, most professors would excuse the mistake so long as the deadline for submission isn’t up.

Don’t send a hundred reminder emails. You can send a reminder after 24 hours, if your email requires them to respond. Otherwise, you should simply wait or you can visit their office within.

Remember that the professor might not view something as urgent in the same way that you do. They can be working on more serious problems than you are.

Therefore, if your request is urgent and you haven’t heard from them, you can go to their office. Sending them a ton of email reminders won’t advance your cause.

It’s okay to send reminders, but you should be mindful about when, how often, and how you do it.

Depending on how urgent your request is, you can send them a reminder if you don’t hear back from them within a day or two.

Don’t wait till the last minute to send your assignment or contact your professor. While it’s advisable to submit your assignments before the deadline, you should still send them even when the deadline is passed.

Don’t wait around wondering whether they’ll accept it or not. Simply forward the document and also include an apology for the late delivery and the reasons in as few sentences as you possibly can.

It doesn’t matter how genuine your reason may be, professors won’t have time to read long excuses. So, try and simplify it for them as much as possible and they may accept your excuse with a warning or a few lost points.

If you want a response, don’t forget to include a subject in your email. Every day, professors get a ton of emails from colleagues, students, and other academic and non-academic sources.

If your email doesn’t have a subject line, it will just be ignored. The subject line can be something like this:

Example: Assignment Submission – {{ Course Title }}

Thank them for reading your email before ending it. If you didn’t provide them in the first paragraph, you can add your complete name, class, and section numbers when you sign off.

Example : Thank you Sincerely {{ Your full name }} {{ Class and Section }}

How To Find Your Professor’s Email

If this is the first time you’re emailing this professor and you don’t have their email address, you can find it by following any of these approaches.

You can locate your professor’s official email address on your school’s website. Most colleges feature faculty pages where you may learn more about specific professors, including their contact information.

You can also look at the course overview page on your learning management system for the professor’s contact details.

The course syllabus is another area where you can find the professor’s professional email address. The course syllabus often includes their contact information as well as attendance policies.

Most likely, you weren’t the only student who occasionally had to email the professor. You can get the professor’s email by asking your friends. You’ll probably get some advice on how to look for the email if none of them have it.

Sample Email For Sending Assignment to Professor

Email Subject  Assignment Submission – {{ Full name }}

Email Subject  {{ Assignment/Class name }} – Assignment Submission

Email Subject  Late Assignment Submission – {{ Your name}}

Email Subject  {{ Assignment/Class name }} – Assignment Submission and Feedback Request

Email Subject  {{ Assignment/Class name }} Assignment Submission – Part {{ Number }}

Hi there and welcome to UnitWriter. My name's Chris, an expert in crafting effective email templates for all occasions. I created this blog to share my knowledge, by offering tips and templates to help get you started on your emails. Hope it's been helpful

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• February 20, 2023

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8 tips on how to write a professional email (with examples)

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Why is it important to know how to write a professional email?

Get email etiquette right for each work situation, time to hit send.

Humans send 332 billion emails every day .

For many of us, sending an email is so common that we may forget just how important writing a good email is to our professional goals.

We can always strive to improve our skills , and learning how to write a professional email to communicate more effectively and build stronger connections at work is one of them.

You aren't alone if you’ve asked yourself: How should I express my intentions concisely? What's the right tone to be professional but not stuffy? Should I start "Hello" or "Dear"?

In this guide, we’ll review the anatomy of an email and provide you with tips to write one effectively and professionally. We’ll also explain situations where writing a formal email with all the proper email etiquette is essential to your career and offer some examples to show you where to start.

Our world is increasing digital — and our work livess are no different.

Most of our communication happens online. In the United States, nearly 74% of Millennials and Gen Z prefer digital channels over face-to-face communication.

Digital communication runs counter to our human nature. Humans depend heavily on verbal and nonverbal communication cues such as body language, eye contact, and tone to gauge a person’s meaning.

Email and other digital communications don't allow us to pick up on these natural communication cues. It's essential to know how to craft messages that show are clear and accurate to what we want to communicate. 

This is particularly vital to our professional lives. Knowing how to write an effective email can help you in the following ways:

• Reputation . Demonstrating reliability and efficiency can make or break your professional reputation in the eyes of colleagues, managers, and potential clients or employers.
• Clarity . Providing meaningful information for the people that need your opinion creates and strengthens professional relationships.
• Efficiency . Using clear language streamlines processes and avoids counterproductive confusion.
• Progress . Respectful communication can help land the job, raise, vacation time, or work extension you want.

How to write a professional email

From crafting an attention-grabbing subject line to deciding on the proper sign-off and everything in between, all parts of an email serve a purpose.

Here are eight tips on how to write a professional email.

1. The right greeting

Greetings in an email are important. We always want to make a good first impression , and choosing the right salutation is the way to put your best foot forward.

Start the email with an appropriate greeting, which will change depending on your relationship with the recipient. The main salutations are the less formal “Hi” and “Hello” or more formal “Dear”: 

• If you’re writing directly to a colleague or someone you have a familiar professional relationship with, you can start with the following, start with “Hello” or “Hi.” 
• If you’re writing to someone you have never met or have a formal professional relationship with, like a hiring manager, or a new or potential client, start with “Dear.” 

"Dear Sir," "Dear Madam," "Dear Mr." or "Dear Mrs." might be overly formal for some recipients, read as antiquated, or even unintentionally misgender and upset someone. If you don't know how someone prefers to be addressed, it's best to stay gender-neutral.

You should also always double-check to ensure you’ve spelled the recipient's name correctly. If this is their first time writing and their full name isn't included on their contact information, consult their LinkedIn profile or another social media app. 

If they have a Gmail account, check their full name by typing their email into the recipient box, hitting the tab button, hovering over the email address, and clicking on their profile picture.

If you’re writing a business communication to send out to an email list, start with "To whom it may concern" for formal greetings or "Hello, everyone" for a group of recipients you have a casual relationship with.

2. Understand your intention

What’s an email for? Before you start writing, think about what exactly you hope to accomplish with your email. Understanding your motives will guide the message’s tone. A company-wide email needs to be written more formally than a response to a co-worker in an email chain. Regardless of what you want to accomplish, you need to write appropriately.

3. Explain your intention

Once you have figured out your intention, let the recipient know why you’re writing to them. Reasons for writing professional emails include:

• Asking for help from a manager
• Calling in a favor from a co-worker
• Replying to an earlier inquiry
• Following-up on something
• Offering clarity about an issue
• Saying thank you

Regardless of what you’re writing about, make sure the intention of the email is clear from the start. Here are some examples of statements you can include early in your email: 

• I wanted to send a follow-up email regarding our meeting yesterday.
• I'm writing to let you know about the team meeting on Thursday.
• I wanted to know if you have time to review my presentation.
• I want to discuss my upcoming vacation time.

4. Get to the point

The best email format for professional communication is writing a quick and concise message. Avoid walls of text. Keeping things short lets your recipient know that you respect their time.

State what you want clearly in the body of your email with 3–5 sentences and no more than three brief paragraphs.

• It was great meeting with you yesterday. I really liked your ideas for the new promotional materials. I wanted to follow up on the conversation and ask: Would it be better to create a video or write a blog post? Please let me know what you think.
• I read through your first draft, and the language is a little informal. I've left some edits, but can you please refer to the style guide and fix the language? Let me know if you need any help.

If you want to talk about something more that requires a lengthier discussion, an email isn't your best form of communication. Send an email briefly explaining what you'd like to discuss and set up a meeting.

• I'm feeling stuck on the social media content for the new account. Do you have some time this week to hop on Zoom and discuss strategy?
• I think there is some confusion about the scope of the new project. Let's schedule a check-in to review this together. Are you available to talk tomorrow?

5. Send your best regards

Keeping things short isn't the only way to show the recipient of your email that you respect their time. You can also let them know with a proper email closing.

Some examples include:

• I look forward to hearing back from you.
• Your feedback on the presentation was really helpful.
• I always love working with you and look forward to our next project.

Always be sure to say thank you:

• Thank you for your time.
• Thank you for reading.
• I always appreciate your input.
• I appreciate your taking the time to meet with me yesterday.

6. Sign off properly 

There are many options for signing off in an email, but it's best not to try to reinvent the wheel. Stick with a safe option like:

• Thanks again,
• Warmly, 

7. Write an appropriate email signature

An email signature is a useful space to give additional information about yourself. A work-appropriate email signature might include the following information about you:

• Position and company name
• Additional contact information, such as a phone number
• Links to relevant social media platforms

8. Proofread

You've spent all this time writing the most professional email possible — so don't rush to hit send without looking it all over.

Proofread your message to ensure that your intention is clear and straightforward and that you don't sound demanding or presumptuous.

Check that there aren't any typos or grammar mistakes. If you don't have the copy-editing skills to go over your message with a fine-toothed comb, download a grammar app for extra help.

If you’re forwarding your personal and business emails into a single inbox, double-check that you’re sending from the appropriate email account.

Let’s say you've just landed that job you always dreamed about (congratulations) and want to introduce yourself to the new team — but you also need to write your current boss a resignation letter . Don’t worry. We have email templates for that.

Specific work situations require specific types of correspondence. All of the other rules still apply; whether you are requesting a cover letter or sending in your resignation, keep it short, concise, and respectful.

Here are a few examples:

Follow-up after a job interview . Address the recipient by their first name, express gratitude for their time, emphasize your interest in the job and ask about the next steps.

Dear [interviewer’s name], 

I hope all is well! Thank you again for the opportunity to interview for [ job title] with [ company name]. It was a pleasure to get to know you and the team. 

I'm following up to see if there are any updates regarding [ job title] from my interview on [date]. I'm really excited about the opportunity. If you need any more information, please let me know.

Thank you again for your time and consideration. I hope to hear from you soon! 

Best regards, 

[Your name] 

Requesting time off . When requesting time off, especially for medical reasons, it's necessary to have a paper trail. Here is a template that you can use:

Hello [supervisor's name],

I am writing to request time off for [dates] because of [reason]. 

I checked with t don' have any urgent projects or deadlines during [dates requested]. Could I take my vacation time during those dates? If you have any questions, please let me know.

[insert your name]

You can check out other professional email examples with our other guides, which include samples, tips, and suggested email formats for the following work situations:

• Introducing yourself to a new team
• Saying thank you to your colleagues
• Writing a cover letter
• Asking for a letter of recommendation
• Giving two weeks' notice

Learning how to write a professional email is one of the most important skills you can learn. And, like every other skill, it just takes a little practice. Taking the time to build better-written communication skills will be worth it in the long term and will help you save time, avoid miscommunication, and construct better professional relationships.

Think through your message, keep it short and sweet, and proofread it twice. Then you’re ready to hit that send button.

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Madeline Miles

Madeline is a writer, communicator, and storyteller who is passionate about using words to help drive positive change. She holds a bachelor's in English Creative Writing and Communication Studies and lives in Denver, Colorado. In her spare time, she's usually somewhere outside (preferably in the mountains) — and enjoys poetry and fiction.

How to end an email and leave a fantastic impression

How to start an email like a pro: 44 examples, drafting an effective reference request email, how to write an unforgettable goodbye email to coworkers, 7 networking email templates to make virtual connections easier, 15 email etiquette rules that you should know, write a salary negotiation email to earn what you deserve, how to write a follow-up email 2 weeks after an interview, how to write a job application email that gets a reply, 4 tips to respond to a job rejection email plus examples, how to use 100% of your brain: is it possible, how to send a reminder email that’s professional and effective, saying yes: how to write an offer acceptance email, how to write a letter of recommendation (with examples), stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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How To Write an Email For Extension Of Assignment

Navigating the delicate task of requesting an extension for your assignment doesn’t have to be daunting. With this comprehensive guide, we’ll walk you through each critical step you need to undertake before crafting your email, what essential details to include within it, and offer you customizable email templates to streamline your correspondence.

Table of Contents

What To Do Before Writing the Email

What to include in the email.

When composing the email, make sure to include the following elements:

Email Template

Subject: Request for Extension of Assignment – [Course Code/Name] Dear Professor [Last Name], I hope this email finds you well. My name is [Your Name] and I am currently enrolled in your [Course Code/Name]. I am writing to kindly request an extension for the upcoming assignment due on [Due Date]. Due to [explain your circumstances clearly and concisely], I am facing challenges in completing the assignment on time. Therefore, I would greatly appreciate it if you could grant me an extension of [number of days/weeks]. This additional time would allow me to fully address all requirements and submit a high-quality assignment. I have attached [any supporting documents or evidence if applicable] to provide further context and support my request. Please let me know if this extension is feasible, and if so, the new deadline that you deem appropriate. I understand that you may have other commitments and constraints, so I am willing to be flexible. Thank you for considering my request and for your understanding. I value your guidance and feedback, and I am committed to delivering excellent work. Sincerely, [Your Name] [Email Address] [Phone Number]

Alternative Email Template

Subject: Extension Request – [Course Code/Name] Dear Professor [Last Name], I trust this email finds you in good health. I am writing to discuss the possibility of an extension for the upcoming assignment in your [Course Code/Name]. With utmost regret, unforeseen circumstances have hindered my ability to complete the assignment within the given timeframe. These challenges include [explain your circumstances briefly]. Considering the importance of comprehensive research and original analysis required for this assignment, I kindly request an extension of [number of days/weeks]. This extension will allow me to meet the assignment’s standards and contribute to the learning objectives of the course. Your understanding and flexibility in accommodating this request would be immensely appreciated. If you require any additional information or documentation, please do not hesitate to let me know. Thank you for your time and consideration. I look forward to your favorable response. Best regards, [Your Name] [Email Address] [Phone Number]

Requesting an extension for your assignment can be a nerve-wracking task, but by following these guidelines and utilizing one of the provided email templates, you can confidently communicate your need for more time in a professional and respectful manner.

Remember, it is crucial to outline your reasons clearly, propose a realistic new deadline, and express your gratitude for the recipient’s understanding. Communicating effectively will increase your chances of receiving a positive response.

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This presentation was designed in response to the growing popularity of email and the subsequent need for information on how to craft appropriate email messages. This presentation will help you send resumes and cover letters via email, and it will help you communicate with teachers / professors.

5 Tips for Writing Professional Emails

by Scott Stein

Summary .   

Learning to write better emails will improve your reputation as a strong and thoughtful team member, help you articulate your ideas clearly,  grow your influence, avoid unnecessary back-and-forths, and actually get things done. Here are a few basic guidelines to follow:

• First, identify what you want your email to convey. Ask yourself: What outcome do I hope this email brings? What do I want the recipient to do? This will help clarify your intentions.
• Next, decide the recipients of your email. In general, though, avoid sending a message to an entire team of people if you only need to talk to one or two. Similarly, don’t CC your boss on all emails that don’t require their oversight. Tailor your subject line. Use a verb or a phrase to indicate what action you want the recipient to take such as “Decision,” “Action Required,” or “Feedback.”
• When you write your message, start with the action you want the reader to take. Follow up with the context, and end by letting them know you’re available for questions. Include visual elements like bullet points, bold text, italics, and shorter paragraphs.
• Always specify the timeline of the action or by when you want the recipient to get back to you. Include the expected end date for the task, request, or feedback.

How much of your time do you spend writing, replying to, and second-guessing emails?

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Home / Formal email writing examples & tips

25 formal email writing format examples & best practices

Get professional email writing formats proven to work in real life. See top formal email examples and learn professional email best practices.

Professional email writing is a skill that comes in handy throughout your day-to-day – whether it’s communicating in the professional context, or managing your personal life. Using the right formal email writing format and best practices can get you understood, heard, and better respected.

The good news is that once you have the right examples for the right contexts, you can easily adjust the text to get your message across. Luckily, we’ve rounded up our favorite tips for creating and structuring effective formal emails, with helpful examples and templates.

Let’s dive in!

What’s in this article

Formal vs. informal email writing

• Basic formal email structure

Thank you email

Formal letter of appreciation, letter of complaint, cover letter, reminder email, letter of apology for a client, apology letter from boss.

• Apology mail for the manager
• Introduction email to client (outreach)
• Sample email for proposal submission

Proposal submission email

• Quotation email

Email asking for feedback

Email of inquiry requesting information, email asking for a status update, sick leave mail format, letter asking for a discount from the supplier, ask for a raise, email your boss about a problem (asking for help), email to schedule a meeting.

• Email to the client sharing the status of project
• Email to the boss about work progress

Acceptance email

“this is to inform you that” letter, job rejection email, aesthetics of a formal email.

• How to improve your email writing skills

Formal email writing is utilized in a B2B or B2C scenario, where you’re exchanging professional emails with colleagues, businesses, or partners. Informal email writing is the style you’d likely use when corresponding with a friend or family member, or even a quick email to a colleague.

When you’re emailing a friend, there’s less on the line if you get your words or meaning wrong. But when writing a business email there is much more at stake. A crucial mistake could hurt your reputation or wreck an incredible business opportunity.

That’s why we’ve decided to cover the best practices of formal email writing, so that you can get it right every time.

We’ll review the ins and outs of email structure, different email formats you can use, as well as short email templates that you can use in various scenarios. Keep reading to learn how to write the perfect email.

Basic formal & professional email structure

Before we get into different email templates, it’s important to know how to build an email yourself. For the most part, every email, regardless of its contents, will follow the same structure with the same basic elements. You should get to know these elements in order to ensure proper and effective email writing as a whole.

The basic elements of professional email writing:

• Your email address
• Subject line
• Email opening
• Email ending
• Email sign-off
• Email signature, or “footer”

Now let’s break these down, one by one:

1. Start with a professional email address

Your email address is often out of your control. If you work for a company, or operate under the umbrella of a brand, your email address will likely include the company or brand name domain.

For example, the emails in WiseStamp are all in the following format: [employee_name]@wisestamp.com. This ensures that we all have a professional business email address. Since only the owner of wisestamp.com can issue email addresses under that domain name, this ensures our emails appear legitimate.

Imagine if each employee had a random Gmail address like [name][email protected]. Anyone can create that email, which would make it suspicious. Email open rates are first and foremost dependent on trust, so make sure you have a trustworthy email address—otherwise suffer very low open rates.

If you are a freelancer professional, working separately from an established brand, consider buying a domain name for your personal brand. You can look up available domains on Google domain registrar .

2. Email subject lines

Your subject line will be the single most important element in your formal email writing. It is the first thing your recipient will see, so your goal here is to convince them that your email is a safe, relevant, and high priority (in that order). If you don’t succeed in doing that, your email may never be opened, and any effort you put into the rest of the email elements will go to waste.

Your subject line will depend on the purpose or content of your email, but overall, you want it to be something engaging enough for a recipient to click on.

Email writing subject line guidelines:

• Be clear and specific : Avoid using generic or clickbait subject lines that say little or make unrealistic promises, like “Find out how to double your business in a week!”
• Be original : Avoid the overused subject line templates you find on the internet. Instead, make original subject lines that are relevant, personal, and concise.
• Add relevance : Address something that the recipient will recognize, like an acquaintance’s name or an article, show or book they appeared on.

Studies have shown that personalized subject lines are 26% more likely to be opened. You also want to tailor your email subject line to your email goal, whether it’s a sales email, a personal email, a newsletter, or something else. Think of 3-4 refined options then narrow them down to which will likely be most appropriate.

3. Email opening

The next most important way to hook a recipient into your email is by writing a strong email opening line . Like your subject line, the email opening is mostly used as another filtering stage for most people. If it fails to meet the promise made in the subject line, your readers will bail.

Therefore, it’s extremely important to state your main point in 1 to 2 paragraphs, tops. When you clearly convey your request or question, and your reader feels it’s relevant and interesting, they’ll continue reading your email. If you manage to get them to stay beyond this point, then in most cases, they’ll reply to your email. Good for you!

Email writing opening guidelines:

• Address your recipient by their preferred name : Look up an article they’ve written or their LinkedIn page for reference. Some people will use their full name or their nickname accordingly. For example David might go by Dave, or Anastasia goes by Ana.
• Establish a connection : In your email, reference a personal experience that involves the recipient, like an article or a news piece you’ve read about them, or a conversation you had with an acquaintance.
• Match the opening with the subject line : Your opening message has to mirror the promise made in the subject line because this is how the reader determines whether your email is relevant or not. If you don’t connect the subject line to the opening, readers may get confused or even assume that you’re using clickbait.
• Get to the point fast : Tell your reader why you reached out and what’s in it for them.

4. Email body

The body of your email is where you get into your main message. Whether you’re composing an email to establish a new business connection or just following up on a meeting, the body of your email should be detailed enough that the reader isn’t confused, but also brief and to the point. No one wants to sit and read a long-winded email when they have dozens of other unattended messages in their inbox.

Email body writing guidelines:

• Be concise and detail only what’s needed to get your point across.
• Use words that convey (authentic) positive personal emotions , like “glad,” “excited,” “intrigued,” and “confident.”
• Use the word “because ” when asking for something. It’s been scientifically shown that people are more easily convinced to do something if told why, and even more so if the reason is important to them.
• Show, don’t tell . If you can’t explain something in a few words, see if you can add a screenshot, a video, or a link that explains it better.
• Use headings to split long content into sub-topics . If you can’t avoid writing a long email, make sure to break it up into subsections with headings. This will help your time-scarce readers to scan and find their points of interest.
• Add your concrete request or question in bold text . To best ensure your readers do not miss the most important piece of content (i.e. your request or question), add it to a separate line, in bold. You can also use a different color, if that works for your brand. Just be sure to avoid light shades for a high contrast between the text and the white background. Oh, and once you pick a color—stick to it throughout your email!

5. Email ending

After you’ve addressed all your main points in the body of your email, you’ll want to add a respectful and brief conclusion. You can either invite your recipient to reach out for more questions, wish them success, or ask a question. It all depends on the motive for your email. If it was a long email it could also be a good idea to gently reiterate your main request, question, or motivation.

6. Email sign-off

When closing your email, choose a suitable email sign-off . There are different sign-offs you can use for each occasion, such as “best regards,” “sincerely,” or “with love.” Use your best judgement on which to use that best suits your email content and recipient. For example, you obviously wouldn’t want to send the last one to your manager!

A cool tip you can apply is to add a handwritten signature sign off. A handwritten signature give your recipient the feeling that you gave the email special attention and a personal touch. You can create one here .

7. Email signature / footer

Your email signature (or footer) is your wave goodbye, and the way you do it seals the impression you’ve made up to this point. Make this moment memorable, organized, and aesthetic, and you can get some extra credit and a positive attitude from your reader. A messy, disorganized signature is at best an opportunity lost, and at worst, a discredit to your image.

Consider creating a professional email signature to nail a positive lasting impression. Use the simple text email signature we all used back when email started at your discretion. Whichever you choose, be sure to include all your professional and contact information. You should also add links to your website, social media sites you are most active in, or a landing page.

Professional formal email examples: specific formats for specific goals & uses

To better understand how all the elements of an email work together in different types of emails, let’s look at some templates. These letters are suitable for a number of email scenarios, so tweak the content to make it more relevant to your needs.

See our examples of the most common email writing formats:

Apology letters samples:, sample business emails (b2b and b2c):, information inquiry letter samples:, request email samples – professional email asking for something:, work update email samples:, confirmation vs rejection email samples:.

A thank you email is usually one that you’ll send after previous communication with someone. You might want to thank them for their help on a project, for fulfilling your personal request that you previously sent, for a job interview, or even for something as simple as taking a phone call or a meeting.

When composing a thank you email, you don’t want it to be too long, so get straight to the point. Also, this type of email isn’t always necessary, and might even clutter up the inbox of someone who is very busy, so consider whether or not it will be useful for you before you click “Send” on a thank you message.

Thank you email for work done or service rendered

Thank you so much for [action they did] It was such a pleasure to work with you, and I’m look forward to the next opportunity to work together again.

Please don’t hesitate to contact me if I can provide any additional information.

Best regards, [name and job title]

Thank you email for a job interview

Dear [name of hiring manager],

I enjoyed speaking with you the other day during our interview for the [position title] at [company name]. The job appears to be an ideal match for my skills, ambitions, and interests.

The innovative approach to the corporate culture within the [job field] world confirmed my wish to work at your firm.

I will bring my engineering skills, assertiveness, and ability to engage others to work in a cooperative way within the [name of department] department.

Thank you, again, for your time, and I look forward to hearing your thoughts.

Best Regards,

Dear Mr./Mrs. [name],

I would like to formally recognize all the hard work and dedication you’ve put into completing [project/task]. Due to your consistent efforts, the project is what it is today and that led to the positive results we were hoping for. 

On behalf of [company name, board members, etc.], we would like to formally thank you for your hard work and we would like to let you know that we highly value your contribution and your continued dedication to your job.

We are very grateful to have you as a member of our team and we wish to continue to see you thrive within our organization.

Best regards,

[Name and job title]

Dear [name],

On January 30th, 2020, I made a reservation at your restaurant located at 1234 Mulberry Lane for a birthday dinner for four people. This letter is intended to bring certain issues to your attention.

Unfortunately, we did not enjoy our dinner due to the fact that the food was very slow to arrive and we received the wrong dishes. It’s understandable that it was a busy time at your restaurant, but the quality of the service was not as expected.

To resolve this problem, I would appreciate it if you could provide compensation in the form of a gift voucher or discount on a future meal. 

I’m looking forward to your reply.

With regards,

[Your name]

It used to be common to send your cover letter and CV as an attachment to your email. However, it’s becoming a lot more accepted to use the email itself as your cover letter and simply attach your CV.

When sending a cover letter email, make sure you’re using formal language, addressing the right person such as HR or the hiring manager, you use a relevant subject and opening line, and the body of your email demonstrates why you’d be a perfect fit for the job and company. Hiring managers likely receive dozens of email cover letters, be sure to make sure yours stands out and doesn’t drag on too long.

Cover letter example

Dear hiring manager [name],

I’m very interested while reading the job posting for the position of [job title]. I believe that the experience I have strongly match the responsibilities of this position. I am enthusiastic about submitting my application for the position.

My most recent position was at [company name], where I was a [job title name ]. Additionally, I recently participated in a [mention an accomplishment in your last job that is relevant]

I have attached my resume to this email. Thanks to it, I believe you will learn more about my experience, education, and achievements.

Looking forward to hearing from you,

The format of this type of email message will be different depending on whether it’s your first time reaching out to someone, or the second or third time. The main difference is that the first contact email has to include details that provide context.

When writing a reminder email or follow-up email you don’t need to provide a broad context. Instead, briefly remind your recipients of what you’ve both already agreed on, as it might have simply may been forgotten or placed low in their backlog.

This little push can go a long way in shortening your timetables and making sure you’re items are prioritized. Most people appreciate the reminder and respect you for being steadfast.

Reminder email sample

I’m sure your schedule is very busy, so this email is simply to remind you of your upcoming interview with [name] who is a candidate for [name of position].

The interview will be at [time] on [date] in [location].

Please let me know if there’s anything I can help you with to prepare to interview this candidate.

Apology letters samples

From time to time we all make mistakes, and we all get something wrong. Sometimes our mistakes hurt others, cause them discomfort, or make them frustrated. In these situations, it’s usually the right call to simply apologize.

Apologizing is something that must be sincere or you risk offending the person further. It’s always the best approach to express genuine regret.

But regardless of whatever you truly feel, be very careful to only use words that express empathy for whomever it is you’re apologizing to. Do not lay any responsibility on them, and do not give excuses.

Dear [client’s name],

Please accept my deepest apologies on behalf of [company or business name] for the poor experience you had at our restaurant.

I want to thank you for bringing these issues to my attention and please know that we are making every effort to correct our mistakes so events like these don’t happen in the future.

As a token of our apology, please accept a gift card in the amount of $50.00 that can be used at our restaurant in the future.

I hope to greet you again soon at [company or business name].

Yours sincerely,

[Your name and job title]

Dear Mr./Mrs. [boss’s family name],

I’m writing to you to express my regret for my behavior on [date] in regard to [event]. I would like to apologize for my words and actions and reassure you that such an event will not happen again.

On the date in question, I got into a verbal altercation with the head waiter about the scheduling, and this led to my inexcusable behavior. I have already apologized to [name of colleague], and I wanted to assure you that I will work to improve my reactions and behavior in the future.

I’d be happy to meet with you to speak about the incident further if you have any outstanding concerns.

I am sorry again.

Apology mail for manager

Dear [manager’s name],

I owe you an apology for providing you with the wrong information on [date] regarding [event]. It was not my intention to provide inaccurate or misleading information, and I apologize for any inconvenience that this careless mistake may have caused you.

I will be sure to be more thoughtful in the future and learn from this incident.

Please do not hesitate to share any thoughts or concerns with me. I’d be glad to discuss this further and make it right. 

Business email writing samples

Introduction email to a client (sample email to approach a new client).

Dear [Sir/Madame/Name],

I would like to take a moment to introduce myself and my company. My name is [name] and I am a [job title] at [company name]. Our company provides customers with cutting-edge technology for all their email signature needs.

At [company name], there are a number of services we can offer, such as [short list of services]. Our employees are also highly dedicated and are willing to help you with your every need. 

I’d love the opportunity to speak or meet with you to discuss your needs further and to tell you more about how [company name] can help you succeed. You can contact me at [phone number] with any questions you may have.

Dear [Name],

Please find enclosed to this email the proposal you requested regarding your website audit.

We hope that you will find this proposal helpful and insightful and that it meets your expectations. Of course, if you would like to make any adjustments or go in a different direction, feel free to let us know and we’d be happy to discuss with you.

Thank you for entrusting [your company name] with your website audit, and we hope to hear back from you soon.

Sending quotation email

Dear [customer name],

We’d like to thank you for sending in your inquiry on [date] regarding a quotation for auditing your website.

Based on an initial estimation, we are happy to offer you a quotation based on your requests. Please find the official pricing quote attached to this email. Note that this quotation includes [list of services], but should you want additional services, we’d be happy to discuss it further with you and provide another quotation.

Please do not hesitate to get back to us with any questions about the quotation or our services.

Hi [customer name],

We really appreciate you using our services on [date] and we’d like to get your feedback on your experience.

Please follow the link [insert link] to complete a short survey regarding your experience. This survey shouldn’t take any longer than 2 minutes and it will help us improve our products and services in the future.

We want to thank you in advance for your time and hope that you enjoyed your experience with [company name].

[Name and/or company name]

Inquiry letter samples

This email is to inquire about the website audit services you posted on your website. 

As I understand, you offer services to audit businesses’ websites and provide personalized insight into what improvements can be made. I’d like to request further information with regard to your pricing as well as the scope of the work that will be performed, including specific services that can be expected.

I look forward to receiving your response.

I wanted to check in and check on the status of the website audit project that is due on [date]. 

Please let me know where you’re at with the project and don’t hesitate to let me know if you require any assistance from my end.

Request email samples: professional email asking for something

A personal request email is usually straight to the point and involves a sender asking a recipient for something. It could be anything from connecting on a professional network, asking to set up a meeting, or even requesting a professional introduction. Following a personal request email, a recipient may decide to either accept or reject what the sender is asking for. In this type of email, it’s important to be very clear with what you’re asking for.

Hi [Name of manager/supervisor],

I am writing to request sick leave from [date range]. I will be undergoing surgery and at the recommendation of my doctor, I need to be off of work for 2 weeks in order to recover. I hope to be back at work on [date]. 

Please let me know if you have any questions.

Dear [name of the supplier],

Thank you for sending over your product catalog. We are very much interested in purchasing [name of the product(s)] from you and would like to get a quote for these items.

Additionally, we are hoping that this will lead to a prolonged partnership between the two of us. Therefore, we are kindly requesting that you provide us with your best possible price since we would like to use your goods on a permanent basis.

Thank you for your understanding.

Dear [Name of Manager/supervisor],

I have greatly enjoyed working for [company name] over the last 3 years. During these years, I feel that I have become a valuable member of your team and I have contributed to projects in a significant way. 

Since working here, I have accomplished: [list accomplishments].

As an employee, I think I have outperformed the goals set for me. As a result, I would like to have the opportunity to discuss increasing my salary so that it matches my current performance. Please let me know when is a good time for you to meet so that we can discuss this further.

Once again, I am grateful to be part of an organization that provides me with unique challenges and opportunities to continuously learn and grow.

Dear Mr./Mrs. [name of boss],

I would like to bring to your attention the incident that occurred at [location] on [date] at [time].

I was deeply upset by the actions of [coworker/event]. I tried to speak with them, but this did not lead to any sort of resolution and now I feel as if our professional relationship at work is strained as a result.

I am turning to you for assistance with the matter and I hope that you are able to come up with a solution that neither of us has thought of yet. 

Thank you for taking the matter seriously and please let me know if you have any questions or concerns.

Thanks for getting in touch with us about our product. I’d be glad to set up a meeting in order to give you more information, answer your questions, and show you how it can work for your business. Does [date] at [time] work for you?

I look forward to meeting with you soon!

Work update email

Email to the client sharing the status of the project.

Dear [name of client],

We’d like to keep you updated regarding the progress we’ve made on our project. Please have a look at the tasks we’ve accomplished below and do not hesitate to get back to me with any questions or concerns you may have.

Key highlights and updates:

• [list them]

Tasks accomplished this week:

Tasks to do next week :

Email the boss about work progress

Hi [name of boss],

I am happy to let you know that the project [name of project] that was assigned to me on [date] is now nearing completion. Due to the hard work of our team, the project is expected to be completed on time. Based on the pace of our work, I expect to have the entire project completed by [date].

The remaining elements of this project to be completed are as follows:

• [List them 1]
• [List them 2]
• [List them n]

Thank you for your continued support and guidance and please do not hesitate to get in touch with any questions.

Confirmation vs rejection email samples

You might get an email confirmation after you purchase something online, or you can also reply to a formal email confirming receipt of an email attachment, a meeting time, or a company update. A rejection email is similar in that it might reject the item that was proposed in an email, in which case you’d let the sender know.

It is my great pleasure to inform you that I will be accepting your offer for employment as [job title] with [company name]. The goals for this role that you described are in line with my personal career aspirations, and I hope to be able to learn and grow in this role.

As discussed in our previous meeting, my salary will be [salary] and I will be starting on [date].

I appreciate all the time you took to make the interviews as seamless as they were, and I look forward to working with you soon.

This is to inform you that your business proposal [title of the proposal] has unfortunately been rejected by our committee. While we did like your idea, unfortunately, the costs involved reach well beyond our budget for this quarter. 

We wish you the best of luck in your future endeavors and encourage you to submit additional proposals if you have others that are aligned with our goals.

Best of luck,

This is to inform you that I will not be proceeding in the interview process for [job title] with [company name]. I would like to formally withdraw my candidacy.

At this time, I have accepted a position with another company, so I am no longer in search of employment. However, I would like to sincerely thank you for taking the time to meet with me and for being attentive to my questions about the role. 

It was a pleasure meeting with you and I wish you luck in finding the right candidate for the job.

Before you even get started on the content of your email, you want to make sure the aesthetic is appealing and not too out of the ordinary. Of course, you want to capture the attention of your recipient, but you also want to appear professional, so keep the Comic Sans font out of the equation. What sort of aesthetics should you pay attention to in a formal email? Let’s take a look.

Choice of Font

Don’t start reinventing the wheel here. It’s better to go with a safe bet instead of a creative option when selecting a font. Choose a font that’s easy to read and skim, since if you’re sending a longer email it’s possible your recipient will just skim its contents. Therefore, you want to font to be clear and the letters to be far enough apart. We suggest going with fonts like Georgia, Verdana, Arial, or Times New Roman.

You don’t want your recipient to have to squint to read your email, but your text also shouldn’t appear as if it’s yelling either. Depending on the font you go with you might need to tweak the sizing a little, but in general, font size 12 is what you should be using. You can use size 10 or 11 as well, just make sure it doesn’t look too small before sending your email.

How do I improve my email writing skills?

There are a number of ways you can make your emails shine, and you don’t need to be a professional writer to do it. In fact, there are a few small areas you can focus on to make your emails clearer and more well-received. Here are a few things you should keep in mind when composing an email:

1. Optimize your email subject lines

Your subject line is the first thing a recipient sees when they receive your email. Therefore, it’s important that it’s optimized as much as possible. Keep these tips in mind when coming up with your subject line:

• Keep it short to no more than 40 characters
• Make it personal, use the recipient’s name if you have it
• Use a call to action, like “let’s set up a meeting today”
• Create a sense of urgency, such as “offer to expire soon”

2. Practice summarizing your main point for your email openings

Once you get your recipient to open your email, you don’t want to bore them right away. You have to keep things interesting, relevant, and straight to the point. That’s why it’s crucial to put your main point somewhere in the first sentence, or at least the first paragraph. 

While your opening line can be something general like “thank you for taking the time to meet with me,” the very next line should be something more powerful. Whether you ask for the results of a meeting, make a proposal, or initiate a follow-up meeting, this first sentence sets the tone of the rest of the email so the reader knows exactly what the subject is and what to expect from the rest of your message.

3. Research the correct email etiquette to use for your most common scenarios

When sending emails, especially formal or professional emails for work, it’s important to maintain email etiquette . Since many of us answer our emails on our phones while on the go, it’s tempting to reply to emails as we would a text message, but that’s not good practice.

4. Proofread for typos and grammar mistakes

Finally, always review your email before you click “Send.” Make sure your email is free of typos, punctuation errors (and that you’re not, for example, using too many exclamation points), and that your syntax is correct.

Also: don’t always rely on spell-checkers. While they’ve come a long way thanks to AI, they don’t always pickup errors where words are spelt correctly, yet used in the wrong context.

The best way to do this is to read your email out loud before sending, especially if it’s an important message to a superior or a client, as emails with grammar mistakes can potentially have a negative impact.

There are countless reasons for needing a formal email writing template. If we didn’t cover every single scenario here, we hope that you know at least have a better idea of what constitutes a good formal email. Using our tips and examples, you’ll be able to compose better emails that get you the results you want. 

More on this topic

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• An Interview with Chatgpt: Can AI think outside of the box for email marketing?

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Five Tips for Crafting Effective Assignments

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You know how many times it can take to get a new assignment just right. You get too many questions the first time, but when you add more information the next time, the class is overwhelmed. Or maybe the final products aren’t what you were expecting at all, and you find you have to add a week of conferencing time to offer feedback on drafts. And while it’s true that practice makes perfect, in the meantime it means that the great assignment idea you had begins to sour on you. You may give it up altogether, or have to adjust your grading approach to address the real deficiencies in the assignment. 

But what if there was a way to avoid–or at least lessen–the learning curve we often face with new assignments? A way that not only led to better student artifacts, but to better, more sustained student learning and satisfaction? Here are five additions to any assignment prompt that will do just that. 

1. Identify the Why (and Who)

Purpose and audience. You’ve probably considered both when creating a new assignment. Most likely, the purpose is to meet a particular learning objective for the course. You are evaluating your students’ learning of a skill or body of knowledge. Research has shown that articulating that purpose to students increases academic confidence and students’ sense of belonging (Willingham-McLain, 2017). It’s often difficult for students to see how course assignments connect to course learning goals. Transparent assignment design principles , like adding a purpose statement to your assignment, seek to remedy that. 

Identifying an audience is equally important. Students typically assume their audience is their professor, and are therefore trying to appeal to their professors when creating their submissions. How might bringing awareness to a different audience change the outcome of the assignment? For instance, how might an audience of elementary school students change a podcast assignment on virus transmission? How might students have to rethink language, tone, and context? Even if you aren’t planning on changing the audience of your assignment, simply bringing awareness to what the audience needs are will help students think critically about important elements like tone, style, and diction. 

2. Break it down

We’ve seen a great push in recent years of faculty moving towards more authentic and engaging assignments, often utilizing multimedia tools, peer review, and group assignments. This is a positive development: student engagement and learning improve with authentic assessments (Wiggins, 2019). However, as we move to make our assignments more authentic and engaging for our students, it is important to empower students with the tools they need to complete these assignments successfully. 

Let’s take peer review, for example. We know the benefits of peer review in a variety of writing and project-based assignments and that it is an important element in scaffolding a complex assignment. But often students and instructors both complain that student peers are not motivated or prepared enough to provide useful feedback on drafts. Here is an instance where it is not enough to simply scaffold in a peer review activity. To make it successful, we have to provide students with the language and guidance they need to identify issues in each other’s work, and to know what they’ll be assessed on. Look at an example draft together. Explain to students what you see, and what you would comment on the sample. Adding a peer review rubric can also help here, with targeted questions that are specific to the individual assignment. 

Scaffolding, then, is not just meant to break an assignment into smaller, more easily managed parts. It is also about scaffolding the processes students will undergo, and skills they need, to complete the assignment. 

3. Make time to activate prior knowledge

Activating prior knowledge means to take inventory about what you already know about a topic. This activity is an important building block to learning, and when we make time for it in the classroom, it becomes an engaging, collaborative learning tool. Students with prior knowledge are able to help novice learners bridge difficult gaps in context that can slow down learning. 

Including an activity that activates prior knowledge at the start of a new unit, topic, or major reading assignment. For upper-level courses, this could also be used as an icebreaker activity at the beginning of the term. 

Here are a few example activities for activating prior knowledge:

• Question of the day: An open-ended question projected on the screen at the start of class. Students are given a few minutes to reflect on the question. Return to it later and have students share answers. 
• Forecasting: A useful tool to introduce a book, film, or other longer work. Students make predictions based on what they already know and what they’ve read or seen before. Return to this activity regularly as you work your way through the assignment, and analyze previous predictions.
• Graphic Organizers: Have students fill out a K-W-L chart . Here, students think about what they K(now), what they W(ant to learn), and what they have L(earned). It’s a useful tool to restructure learning as a discovery process rather than a search for the “right” answer, so it is often used at the start of a research project.

For more information, see our earlier teaching tip on the topic .   

4. Provide options 

When possible, acknowledge that students have varied skill sets and interests, and they may be more successful when given the opportunity to demonstrate their learning in a different way. How can you accomplish this? Provide an alternative version of the assignment. For instance, perhaps you are assigning students a research poster. Consider assigning a webpage or video essay as an alternative. All three can be used to assess the same research and organization skills, but students have the flexibility to choose the format that works for them, an important element in engaging cognition (CAST, 2018).  

5. Require reflection   

Metacognition is often thought of as “thinking about one’s thinking.” Research shows that students with strong metacognitive skills are both more effective and more efficient learners (Dangremond Stanton et al., 2021). While some of us may be more comfortable with metacognitive activities, most students will benefit from direct instruction on how and why they should make time to reflect on their thinking and approach to an assignment. Consider adding a brief reflection statement requirement to your assignments, with guiding questions:

• What interested you? Why?
• What was the most surprising thing you learned? 
• Where did you struggle, and why do you think you had difficulty with that element?
• How does this work connect to other things you’ve read, created, or experienced?
• If you had to complete this assignment over again, what would you change? 

Interested in getting more support in assignment design? Request a consultation with an LSA Instructional Consultant for help.

References:

CAST (2018). Universal Design for Learning Guidelines. http://udlguidelines.cast.org

Dangremond Stanton, J., Sebesta, A. J., & Dunlosky, J. Fostering metacognition to support student learning and performance. CBE–Life Sciences Education, 20(2). https://doi.org/10.1187/cbe.20-12-0289

Graphic organizer. (2024). Read write think. https://www.readwritethink.org/classroom-resources/printouts/chart-0

Tilt higher ed. TILT Higher Ed. (n.d.). https://tilthighered.com/ 

Wiggins, G. (2019). The case for authentic assessment. Practical Assessment, Research, and Evaluation, 2(2). https://doi.org/10.7275/ffb1-mm19

Willingham-McLain, L. (2017, December 8). Just a TAD – Transparent assignment design. The flourishing academic. https://flourishingacademic.wordpress.com/2017/12/08/just-a-tad-transparent-assignment-design/

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Mar 11, 2021

How to write a professional email – 5 easy steps & 5 best practices

Learning how to write a professional email is an investment in your career and these simple steps, best practices, and examples will help you get started.

Em Seikkanen

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Figuring out how to write a professional email can be difficult. Don't worry. You're not alone.

Even though most of us need to write emails at work daily, it's not as easy as it sounds. Even if you'd craft business emails every day, it can feel like you're never done learning to communicate effectively in English. How to get my point across clearly? How to appear polite yet friendly? How should I start the email?

When you open a new email, you usually know exactly what you want to say… but then you see a cursor blinking, words can get stuck in your head. You can even start to second guess your thinking or doubt your writing skills. While writer's block is real, when it comes to learning how to send professional emails, practice makes perfect. ‍

With these five steps and best practices, you can compose emails that help you put your best foot forward in every workplace situation. 

Writing professional emails with Flowrite is lighting fast. Use our AI-powered smart email templates to write your emails for you, like this:

5 easy steps to write professional email

Whether you are sending a cold email for a job , introducing two people to each other, or following up on a sales lead, these simple steps will guide you through crafting an effective email that meets your goals.

• Off to a great start with the right greeting
• Give thanks
• Explain your purpose
• Leave a good impression with your closing
• Sign-off professionally

1. Off to a great start with the right salutation

When you're writing a business email, it's important to make the best possible first impression by introducing yourself properly , and starting the email with a professional salutation , also known as a greeting, which is a fancier word for saying "hello." 

If you don't know the reader well, always open your email with a formal email greeting.

• Dear <First name>,

If you're reaching out to start a new relationship, then you should use their surname.

• Dear Ms./Mrs./Mr. <Last name>,

If your working relationship with the person is more casual, it's okay to use a more friendly salutation.

• Hi <First name>,

It's always a good idea to learn as much as you can about the person you'll be reaching out to. If you don't know the name of the person you are writing, it's usually a safe bet to use "Dear Sir or Madam," or "To Whom It May Concern:".

Be sure to notice the irregular capitalization and punctuation in the latter option, and note that sometimes the first one is too formal – and can be seen as outdated, stuffy, or  politically incorrect .

2. Give thanks

Beginning by thanking the recipient is the proper thing to do whether you are reaching out to someone for the first time, responding to someone contacting your organization, or hearing back from a person.

If you are making the initial contact, you should thank the person for taking the time to read your email, followed by their name.

• Thanks for taking the time to read my email, <First name>.

If someone outside your organization is reaching out to you with an inquiry, you can say

• Thank you for contacting <Company name>. 

When someone replies to one of your emails, be sure to say:

• Thank you for your quick reply.

Expressing gratitude makes the reader more receptive to what you write next, helps you come across as respectful, and is part of good email etiquette .

3. Explain your purpose

If you are initiating communication after you thank the recipient for taking the time to read your email, begin by stating your purpose. 

• I am writing to ask about [Product offering X].
• I am writing regarding [Job posting Y].

If you've received an inquiry for the company, answer their question or connect the customer with the right colleague to give them an answer.

• To answer your question here is [Information they requested].
• I'm connecting you with my co-worker <Name> (CC'd), who'll be able to address your inquiry regarding [Topic Z].

Be clear about your purpose at the top of the first paragraph, then move onto the email's main body text. However, you should remember that the reader is a busy professional just like yourself. Get your point across quickly by keeping your sentences concise.

4. Leave a good impression

Before you send your email, it's a good idea to thank your reader again and add polite closing remarks. 

Begin with something along the lines of:

• Thank you for your patience and cooperation, <First name>.
• Thanks for your consideration, <First name>.

After this, continue to finish off your closing paragraph politely.

• If you have any questions or concerns, don't hesitate to reach out.
• I look forward to hearing from you.

5. Sign off professionally

The last step is to include a professional email closing with your name. Traditionally, this is called a "valediction," but this word is a bit outdated, similarly to salutation. According to proper email etiquette , the level of formality of your sign-off should match the greeting. 

If you started the email informal manner, good choices for sign-off include:

• Kind regards,
• Best wishes,

If your greeting was more casual, consider closing with:

Don't forget the comma after the closing, let alone add your name to the next line after it.

It's customary to include an email signature that includes your full name, title, company, and relevant contact details in professional emails for identification and communications needs outside the inbox.

How to write professional emails – the best practices

In this section, we'll cover the most important best practices for writing professional emails. While each email's content is different, there are general principles that apply to all of them. You can use these guidelines as a final checklist to ensure that you're giving yourself every opportunity to succeed with your message. 

Here are the 5 best practices for writing professional emails:

• Understand your recipient
• Mind your tone
• Keep it short and sweet
• Format for clarity
• Proofread before sending

1. Understand your recipient

Whom are you writing to? This may sound silly since it's obvious you can't write a persuasive email without having someone's email address to send it to. 

However, even when you're working in a B2B capacity, you should remember that you're writing to a person, not a business. 

None of us  are  our jobs, and the best thing about people is that we're human. So make sure you remember you're  writing to a human . Keep it light, kind, and conversational. Always be uplifting and helpful in your responses. Write the type of email you'd want to receive.

2. Mind your tone 

Whom you're writing to will set your email's tone and often dictate your greetings and closings too. Maybe you're following up with a recruiter after sending a LinkedIn CV, or perhaps you want to create a positive first contact to make nurturing a lead easier so you can  close a sale .

These situations often require different tones: an email following up on a job application should be more formal than one aiming to land a client. ‍

3. Keep it short and sweet

It's best to keep a professional email short and sweet. Communicate what you're trying to say clearly and concisely so your recipient understands that you respect their time.

One to three short paragraphs of three to five sentences apiece is more than enough. Still, it's important not to keep it too brief –  a professional email should be at least three sentences long.

4. Format for clarity

To make your email easy to read, separate different components with paragraph breaks. Consider using bullet point or numbered lists to bring more structure to your message. If you want to highlight what's most important, use bold instead of changing the font's color.

However, refrain from using bold for more than one word or phrase in your email.  When it comes to choosing a font, stick to classics and use standard font size.

5. Proofread before sending

Last but not least, you should carefully double-check what you've written to make sure it reads clearly and concisely. Miscommunication in professional emails can cause many expensive mistakes, and spelling mistakes and grammar errors inevitably harm others' perception of you.

When you think your email is perfect, still make sure that the recipient's name is correct.

Were you able to make sense about how to write a professional email with this blog post? Let us know in Twitter!

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