How To: Communicate with Faculty and Staff
We know that many students are nervous or actually don’t know how to communicate. They ask their advisors what they should say to their faculty in emails. Providing them with the resources below may help them know what to do when they need to get in touch with their instructors.
For Students
What to know about communicating with faculty and staff
When in doubt, communicate – faculty would rather hear from you than hear nothing at all. If you have to be absent from class, write and explain why. If you have an appointment with faculty or staff and need to cancel, it’s always a good idea to send a message letting them know you need to cancel before the meeting so they know not to wait for you. If you write an email that requires an urgent response, keep in mind that faculty and staff are human beings, and will not always be able to respond to email as quickly as you may like. It may take a few days for your professor to get back to you. Faculty also do not answer emails late at night or very early in the morning before class, so if you are writing about needing an extension, try to do it before 5pm. If possible, ask for an extension earlier than the day before the assignment is due.
Some Tips for Writing Emails:
- Be professional. It’s not a text message. Pay attention to your grammar, capitalization, and tone. For example, write, “Dear Professor,” instead of “hey,” and include a sign-off before your name (for example: “Thank you,” “Sincerely,” “Best wishes”)
- Speak to them as you would a mentor, not a friend. You don’t want to be too informal or overstep boundaries.
- Check your emails using the spelling/grammar function, and read it out-loud to yourself before you hit send.
- Be mindful of their time. They’ll appreciate it. Be sure to thank them.
- Show respect and gratitude. Use ‘Professor’ or ‘Dr.’ unless they’ve asked you to do otherwise. Don’t assume it’s okay to use their first name unless invited to do so and avoid honorifics like “Mr., Ms., or Mrs.”
- Unsure? Ask, “How should we refer to you?”
- Make sure your question isn’t already addressed on the syllabus or in Canvas.
- Try to ask your question clearly and concisely.
Email Starters for Students
Below are some basic email templates you can use to start your messages to faculty. Don’t just copy/paste them and hit send – adjust the templates to fit your situation.
If you’re writing to ask for an extension, cancel an appointment, or share that you’ll miss class, make every effort to do so in advance, not after the assignment is due or the appointment has started.
I’m going to miss class/I’m sick
Dear Professor [last name], [I’m feeling under the weather/woke up feeling sick/tested positive for COVID/have an urgent medical appointment/have a family emergency] and will need to miss class today. What would be the best way for me to make up the work I will be missing? Thank you, [Your Name]
I’ve missed multiple classes
Dear Professor [last name], I am sorry that I have missed the last couple of classes. [Recently, I have been struggling and overwhelmed /I’ve been sick/ I’ve had a family emergency/ and have been unable to get to class/]. I am currently working with my advisor, [name], to get some support around these concerns and have connected with Counseling Services [be sure you do!]. I have also scheduled a time to work with a tutor through the ULC. I would greatly appreciate the opportunity to work with you to create a plan for how I can make up the work I missed for these classes. Thank you, [Your Name]
I’m struggling with an assignment
Dear Professor [last name], I’m reaching out about the [essay/presentation/performance assignment] that we have coming up. I’ve been reading over the instructions on the syllabus/Canvas, but I still don’t understand how I should approach this assignment or organize my thoughts. I’ve scheduled a time to connect with a tutor through the ULC, but would also like to talk about the assignment with you. This is what I currently understand: [write what you understand here even if it’s basic] Here are some specific questions I have about this assignment: [write any questions you have here] Thank you, [Your Name]
I need an extension
Dear Professor [last name], I’m reaching out about the upcoming [essay/presentation/performance/etc.] due on [due date]. I am feeling very behind on my work and could use a few extra days to complete the assignment. Would it be possible to get an extension to [date]? Thank you, [Your Name]
I’ve missed an assignment
Dear Professor [last name], I am sorry that I have not been able to turn in the last assignment. Recently, I have been struggling to focus on my work. I have been overwhelmed by my classes and other things that are going on. Would it be possible for us to make a plan together for how I can make up the work? Thank you, [Your Name]
I’m struggling with studying
Dear Professor [last name], I’m reaching out about the [quiz/test] that we have coming up. I’ve been looking over my notes and the study guide in Canvas, but I still don’t understand how to study for this quiz/test. I’m feeling a bit lost and overwhelmed. I’ve scheduled a time to connect with a tutor through the ULC about some study strategies but am not sure if this will be enough. Would it be possible for us to find a time to talk this through more so I could get on track? I’m really concerned about the following topics [list here] and am not sure how to study them effectively. Thank you, [Your Name]
I need to cancel or reschedule an appointment
Dear [name of staff member or faculty], I'm reaching out because I am no longer able to attend our scheduled meeting on [date/time] and would like to [reschedule/cancel]. I apologize for the inconvenience. [If you'd like to reschedule, write: Some other dates and times that I'm available are on X between XX:XX-XX:XX pm, Y at XX:XX pm, or Z after XX:XX pm. If none of those work for you, what's the best way for me to find another time for our appointment?] Thank you, [Your Name]