Strategies for written communications with course instructors

Writing professional emails to course instructors:

Many students find it difficult to compose polite yet direct emails to their course instructors when requesting permission to extend an assignment deadline or when seeking additional clarification on assignment instructions or course expectations. Below is a list of common phrases you might consider using to ensure professional, respectful, and effective written communications with your course instructor.

Subject lines for emails

Briefly include your name and purpose in your email:
For example: ENGL135(A02) meeting with Emily, Weds Oct 8 at 1pm
*Include your course and section number in your subject line
* Use the name that matches your attendance sheet to avoid confusion

Phrases for email greetings

Hello Dr. [or Professor] [First + Last name],…
* Even if your professor typically uses their first name, it is considered a sign of respect to address course instructors by their full name

Opening lines that mention the last contact between you

Thank you for your email (yesterday / this morning / last week) about…
Thank you for your quick reply regarding…
Thank you for sending [me / the class] additional information about…
Thank you contacting me about / giving me feedback on / inviting me to …
I just read your email about [add topic] / I just received your request for…
It was a pleasure to meet you last week.
I apologize for my late response to your last email about [topic].
Thank you for finding the time to meet me / talk to me / attend…

Opening line with the subject of the email

I’m writing to you about [the meeting / your presentation] yesterday…
I am writing to you in [connection with / with regards to / concerning]…
I’m writing to [ask you about / to confirm / to inform you / to follow up on / to let you know]…
(This is) just a quick note to say…
[As promised / As discussed,] I’m writing to …
I’m writing (to you) because [I have just found out that / I need to]…
I am sorry to bother you but I neglected to [mention / ask] you about…

Closing lines when a reply is urgent

I look forward to hearing from you.
Please let me know if [it is acceptable to / you can / you need to]…

Closing lines that invite more communication

If you require further information [about / before you / to help you] …
Please do not hesitate to contact me / please feel free to contact me.

Closing lines that mention next meeting

I look forward to [seeing / meeting you] then.
See you [soon / on Monday / next week].
I hope we have [the chance / the opportunity] to meet soon.

Closing lines for (large) requests

Thank you in advance.
Any help [you can offer me] / Any feedback you can give me [on this]…
Any assistance [in this matter] would be [appreciated / gratefully accepted].

Closing lines when responding to complaints

I hope that is acceptable to you?
Please accept my apology for [any inconvenience caused / this delay].
Thank you for your [patience / understanding].

Social closing lines / Friendly closing lines

Have a good [evening/ day/ weekend/ holiday/ vacation].

Other closing lines

Thank you again for [your help / bringing this matter to my attention].

Useful closing greetings for emails

Best regards,
Sincerely,
All the best,
Best wishes,

Mentioning attachments

For your reference, please see the [document / data / diagram] attached.
Here’s the [file type] that [I promised / was previously mentioned].

Requests

Could you [possibly]…?
Would you mind…?
I was wondering if you [could / would be able to]…?
I would be very grateful if you might…?
I would really appreciate [some help with]…?

Asking for information

Could you possibly tell me…?
My [first / next / last / final] question is about… ?
If possible, I would also like know more about …?
My three main questions are [add in list form]…?

Answering questions

In answer to your [first / third / last] question about…

Making arrangements and rescheduling

I would like to meet on [add date and time], if you are available then?
I’m available on [add date and time], if that is convenient to you?
I’m afraid I cannot make out meeting on [add date and time].
Would [add new date and time] work for you?

Replying to complaints

First of all, I would like to apologize for…
Please accept my apology for any inconvenience caused.
[In the future / From now on], I will be sure to…

Useful phrases for requesting extensions on assignments

I am [writing / contacting] you to request an extension on…
Due to extenuating personal circumstances, I cannot submit…
This extension would enable me to turn in my completed assignment by…
Thank you for your time and consideration.

Tips to keep in mind when requesting an extension:

Do not wait until the night before the assignment is due to request a deadline extension.
Keep your email short, polite, and to the point because instructors are often awash in emails.
Include your name, student number, and request in your email subject line.
Do not give lengthy reasons, descriptions, or excuses. Often, this is not a persuasive strategy.
Ask for slightly more time than you need: if you need two days, ask for four.(*You want to avoid asking for an extension on your extension).
Be prepared to wait several days before your instructor responds to your email. Be patient.
Do not send a follow-up email unless an unusually long period of time has already elapsed.