Many times, the most effective way to send a message to an instructor, advisor, or university administrator is by writing a letter or an email. This information is intended to help you to write an effective letter or email, also included are some tips on appropriate etiquette when emailing professors, advisors, or other university faculty or staff members.
When to Write a Letter or Email
Most professional communication occurs via email, this includes communication to instructors, advisors, or other faculty or staff members within a University environment. Unless faculty or staff members have specified otherwise, email is likely the best form of initial communication.
If you’ve found, however, that email is not getting someone’s attention, or a more formal method of communication is required, writing a letter may be helpful. A letter is often formatted differently than an email, is printed and either hand delivered or sent in the mail.
Either way, it is helpful to request an in person meeting when sending an email or letter. This allows you to engage in dialogue about your concerns, and can lead to greater understanding.
Email Format:
Although email can be less formal than a letter, it is still helpful to incorporate some formalities into it.
Email Elements:
Subject Line: Include information that will provide context to the reader as to why you are sending the email. Most instructors find it helpful to include the course number in the email, as well as a one or two word description of the reason why you are writing.
Salutation: You should use a formal name or title in a salutation, such as Dr., Mr./Ms./Mrs., or Professor as appropriate.
Body: Keep the body of an email concise and to the point. Remain factual and specific. The first few sentences should outline the issue or request you are planning to make, you can then elaborate throughout the email as appropriate. Use paragraphs to make separate points.
Attachments: Include attachments that may be helpful to the person receiving the email.
CC’s: You may CC additional individuals as appropriate. These individuals should already have some context for the issue, and should be a part of the discussion somehow. It will likely not be helpful to CC the University President on an email about a grade dispute.
Letter Format:
Traditionally, a letter contains more formatting than an email.
Elements:
The elements found in typical business letters are:
- full mailing address of the sender
- date on which letter is written
- address of person to whom letter is addressed
- subject line
- salutation
- body (the main message)
- complimentary closing
- signature line (be sure to sign your letter)
- enclosure and copy notations
Model Letter:
The model below uses all the elements from the list. The above layout is a matter of personal choice, as is the decision to include a phone number and email address.
Note: the text of the model letter is exceptionally brief. Most appeal and request letters require a page or two.
- Samuel Student
123 ABC Street
San Diego, CA 92120
samuelstudent@email.com
(619) 555-1234 - February 20, 2018
- Dr. Jane Skool, Professor
College of _____________
Michigan State University
East Lansing, MI 48824 - Subject: Request for Examination
- Dear Dr. Skool:
- I am writing to request a special examination in Course 101. On March 12, the date of the regularly scheduled exam, I have to appear in court as a witness. I have enclosed a copy of the court summons.
- Thank you for taking the time to consider my request. Please contact me by email or phone if you have any questions.
- Respectfully,
Sam Student - Samuel Student
PID - Encl.
Cc: John O. Smith
Content and Tone:
Whether you are writing an email or a formal letter, the content and tone will determine whether the letter really does its job. Review any relevant policy and pay particular attention to what the decision maker needs to know to consider an appeal or request. That is the information which should be included in your letter.
Opening Statement
The first sentence or two should state the purpose of the letter clearly.
I am writing to appeal my current disciplinary status, and to apologize for my involvement in the floor crawl which led to my being placed on notice. I realize that what seemed harmless fun to me was actually a danger to my health and the health of others. I sincerely regret my actions that night…
I am writing to request a course overload for 2018-2019…
Be Factual
Include factual detail but avoid dramatizing the situation.
In late October I was diagnosed with tonsillitis. I was sick for over a week, and missed most of my mid-term exams.
NOT - In late October after feeling really sick for a few days I finally dragged myself to Student Health Services…
Be Specific
If an appeal or request depends on particular facts which the decision maker will want to verify, be specific.
I missed a test on January 23, because I flew to Vancouver on January 19 for my grandfather’s funeral and returned on January 26. I enclose the airline receipt and can provide further corroboration if that would be helpful.
NOT - I had to attend a funeral out of town so I missed the test on January 23.
Documentation
Include any documentation required by policy or needed to substantiate your claims. If documentation is being sent by a third party, state that with details.
Dr. Well, my father’s physician, has agreed to write to you about this matter…
Stick to the Point
Don’t clutter your letter with information or requests that have no essential connection to the main message.
Do Not Try to Manipulate the Reader
Threatening, cajoling, begging, pleading, flattery and making extravagant promises are manipulative and usually ineffective methods.
If you give me a chance to come back to residence next year, I promise to work really hard, get rich, and donate a million dollars to the University…
How to Talk About Feelings
It is tempting to overstate the case when something is important to us. When feelings are a legitimate part of a message own the feeling, and state it as a fact.
When I saw my grade, I was very disappointed.
Be Brief
It is more work to write a good short letter than a long one. Busy decision makers appreciate the extra effort.
Avoid errors
A letter will make a better impression if it is typed; free of spelling and grammar mistakes; free of slang; and placed in the right sized envelope. BUT it is much more important to meet deadlines and state the purpose clearly than to submit a letter which is completely error-free.
Keep Copies
Until a matter is settled, keep copies of all letters sent or received, as well as relevant documents and forms.
*Adapted from The University of Western Ontario Ombuds Office, Frances Bauer, Ombudsperson
** Adapted from San Diego State University Office of the Student Ombudsman
