Tips for Writing Emails at University

Quick guides

• Emailing Your Professor from the University of Illinois Writers Workshop
• North Dakota State University’s Email Etiquette Tips (PDF)

Detailed guides

• Albany State University’s Email Etiquette Tips (PDF)
• Purdue OWL’s Email Etiquette for Students

Always use your university email account

This signals you are a member of the university, sets a professional tone, and helps instructors or administrators quickly see that the message is school related.

State the purpose in detail in the subject field

Question from Ben Chau re due date for Essay #4, WRIT 131-01 | Setting appointment for advising on Psychology major for Ben Chau | Question about Instructions NURS 333-50

Begin with a short but polite greeting using a somewhat formal name

Dear Professor Nelson | Hello, Dr. Sen | Hi Dr. Lucy, I hope you’re doing well.

End with a formal closing, including your full name and student email information

Thank you, Ben

Ben Chau, email: starid@go.minnstate.edu

Sincerely, Ben Chau

starid@go.minnstate.edu

Best, Ben Chau email: starid@go.minnstate.edu

In the body, state your purpose first then explain your situation or question and any steps you've taken or are planning to take

Will it be possible for you to post the grades for Paper #2 this week? I am hoping to learn how I am doing in your course.

I’m writing to ask about the due date for our final paper in NURS-703.

Whenever possible, explain the action you’ve already taken to resolve the situation or answer the question

I just don’t know where to start. I've read the assignment sheet carefully, but I'm still unclear about the kind of sources; you’ve said they must be credible. Could you help me understand what you're looking for by giving me some examples? I’m planning to consult a librarian tomorrow about how to use the databases.

I visited the Writing Center to get help starting my research paper, but I wanted to check with you to make sure I understood some the requirements.

Proofread Before Sending

• Use full sentences (avoid text-speak, slang, and emojis)
• Check each sentence, line by line, for errors
• Professional tone
• Double-check the recipient’s name: correct spelling and preferred title

Subject: WRIT 131-02 final paper deadline extension for Ben Chau

Dear Professor Walker, I hope you're doing well.

I’m writing to request an extension on the final paper for WRIT 131. I want to make sure I submit my best work, but that’s not possible right now. I have a rough draft but am suddenly ill and will not be able to revise in time to meet the Month/Day/Year deadline. I will use the Writing Center to help me take this to a final draft when I am feeling well enough.

Thanks for considering the idea, and please let me know whether an extension of one week will be possible.

Best,

Ben Chau, WRIT 131-02

starid@go.minnstate.edu