Hi Paly Students,

Writing emails to teachers poses more than a few dilemmas: How formal do I need to be? Should I introduce myself? How do I ask for something, but not seem too pushy? We’ve been there too, and as experienced email-writers, we’d like to give you some advice. This is a step-by-step on how to write the perfect email to get exactly what you need (and still have your teacher love you).

Whether you are going to be absent, need an extension or need clarification on an assignment, a solid foundation in email crafting is precisely what you need, and exactly what we have to offer.

First, determine whether it’s an appropriate occasion to send an email to your teacher. To do this, we like to employ an acronym called FWAG, which stands for Future (your long term goals), Work (an assignment, test or content you’re confused about), Attendance and Grade. If the subject of your email touches on any piece of FWAG, send the email. 

Although, there are other instances when you simply shouldn’t send a message. If you’re just too lazy to reread the assignment or your syllabus, you probably shouldn’t send the email. Just do the work. So don’t go on autopilot and bombard your teacher with emails for every problem you have. There are also instances where speaking to your teacher in person is more effective: If you have a complex scenario, such as asking for a letter of recommendation or having a discussion regarding issues with the class or classmates, your situation will require a longer answer from your teacher. Make sure the form of communication you use fits your ask.

And now to the real meat of it: the greeting. Every email you write — and especially those to your teachers — should start with a respectful introduction. “Hi ____,” “Dear ____” or “Hello ____” are all solid options. And don’t forget your Mr., Mrs., Ms. or Mx.! Messing this up would be really embarrassing…

Next up, add a short, friendly phrase. Some examples include, “I hope you’re doing well,” and “How has your day been?” Some professional advice: be simple, but nice. Your goal is to butter them up before your unfortunate ask.

So let’s cut to the chase: go ahead and state your case and why you are reaching out. Remember that the ask you’re about to make is not an ideal circumstance, so add in an “regrettably” or a “sorry to bother you,” but still be explicit: don’t leave them confused about your situation or question.

Arguably the most important part: make sure to take responsibility for the situation you’ve found yourself in and its consequences. Ask if there’s anything you can do on your end — how you can make up missed work to make the best out of the situation — and make sure they can tell that you care.

To cap it all off, conclude your message with a brief salutation: “Thank you,” “Have a nice day/week” and “See you tomorrow” are our top recommendations. 

And for the most controversial part of email writing: how you choose to sign off. While Cindy prefers using “thanks again”; Dalia always opts to use “best.” Really, there’s no right or wrong way to do this, so to each their own. Other options include “Sincerely,” “Cheers,” “Kind regards” and “Take care.”

Thanks again and best (see what we did there),

The Double Take: Cindy Liang and Dalia Saal (4th Period, The Campanile)

P.S. Always sign off with our full name and your class and/or period — because teachers have hundreds of students! (See above for an example.)