Advice for Emailing Your Instructor

Step-by-Step Guide: Writing Effective Emails to Your Professor

It's important to communicate with your professor, but it can also be really intimidating. Don't worry! We've put together a step-by-step list to help you write a professional, effective email to your instructor. If you don't know how to start, or what to say, follow the steps and check the example at the end. You've got this.

Step 1: Log In to Canvas or Your Student Email

Be sure to use an IVC student email address or the Canvas Inbox to communicate with your instructor. Often, other accounts will get sent to a junk folder and instructors will never see them. Using your IVC email or the Canvas Inbox (if your instructor uses Canvas) is the best way to ensure that your message gets to your instructor. If you need help, here are a couple of guides:

Step 2: Draft Your Message

Write your message to your instructor. If you're not sure what to say, follow the steps below.

Subject Line Begin with a clear subject line indicating the purpose of your email, like "Inquiry Regarding [Specific Topic or Assignment]." Do not type your entire message in the subject line.
Greeting Start with a polite greeting, using "Dear Professor [Last-Name]" to establish a professional tone.
Acknowledge Commonality Include a line recognizing shared humanity, creating a friendly connection.
Course Details Briefly mention your enrollment in the specific class, including the course name, section number, and meeting day.
Specify Your Question Clearly state your question or the assistance you need regarding a particular topic or assignment.
Efforts Made Share the steps you've taken to find the answer independently, such as checking the syllabus, reviewing notes, and consulting classmates.
Present Your Answer (if applicable) If you have a tentative answer, mention it, but express the need for confirmation.
Request Action Clearly articulate the action you would like the professor to take, whether it's clarification, confirmation, or further guidance.
Express Gratitude Always end with a thank-you statement to convey appreciation for their time and assistance.
Sign Off Conclude your email professionally with a sign-off like "Best regards" or "Thank you."

You can use this template as an example or to get you started:

Subject: Inquiry Regarding [Specific Topic or Assignment]

Dear Professor [Last-Name],

I hope this email finds you well. I'm in your [Class Name, Section Number], and I have a question about [specific topic or assignment]. Despite checking the syllabus, reviewing my notes, and consulting a classmate, I'm still uncertain. I believe [This Is The Answer], but I would appreciate your confirmation. Could you please [action you're requesting]? Thank you for your time and assistance.

Best regards,

[Your Name]

Step 3: Check for a Response

Remember to check your email or Canvas Inbox for a response from your instructor! Most instructors will respond in 1-2 days, so remember to check your email or Inbox regularly within that time frame.

Step 4: Follow-Up As Needed

If you have additional questions, concerns, or comments for your instructor, continue to reply and repeat the steps above. If you got your question or concern addressed, thank your instructor for their time and response, and repeat the process above for any future emails as needed.