So, you either already failed a class or you know you’re failing a class and want to contact your professor to identify the best way forward.
Maybe they can help with some pointers based on previous assessments to help you improve. But this is your first time writing such an email and you’re not sure how to begin.
If this describes you, then you’ve come to the right place. This article will outline some tips to keep in mind when emailing your professor and also include templates that you can easily leverage to speed things up.
Tips For Writing To Your Professor
Writing to a professor isn’t rocket science. Just remember that they’re professionals and should be treated as such. Refrain from using slang and other forms of casual language and you’ll be good. Let’s take a look at some general things you should keep in mind.
Use Proper Title
Even if you’re on a first-name basis with the professor, you should address them officially when writing an official email. Identify their official titles to address them appropriately.
Use professor, only when they’re professors. Avoid using the title professor to address them if they aren’t yet professors. Academicians go through a lot of work to earn their titles. These titles mean a lot to them and failure to appreciate their stations can lead to a negative response. So, always use Professor or Dr. appropriately when emailing your instructor.
Examples:
Dear Professor {{Last name}}
Dear Dr. {{Last name}}
Use School Email
Most tertiary institutions provide their students with official emails they can use to communicate. The same applies to professors in these institutions.
Students who want to reach out to their professors should endeavor to email them using their school-issued email addresses.
This enables the school to keep track of any communication between professors and students. Additionally, these emails are readily available in the event of an issue or investigation.
Formal Tone
Use a formal tone in any email to your professor. Even when they prefer to be addressed informally when interacting with them in person, it’s advisable to use a formal tone in an official email communication with your professor.
Avoid using emojis and other slang that you’d use in communication with your peers and also refrain from including personal information that is unrelated to the subject matter.
Correct Grammar
At the tertiary level of education, professors expect students to be good at writing simple emails. Even if you’re not the best at writing, you should be able to write correct grammar to an authority figure.
Any grammatical error in your email to your professor would make the message difficult to read. Keep in mind that professors receive numerous emails from students, faculty, and more daily.
Poor grammar in an email would only irritate the professor as it shows that you neglected to proofread your email for errors.
So, it’s advisable to always go over your email to identify any errors in your grammar. Tools like Grammarly are readily available to help identify errors in your writing. Keep in mind that these tools aren’t perfect. So manually proofreading your email can further enhance your message.
Be Polite
Keep the tone of your email polite. Like everyone else, professors don’t like to read rude messages. A rude message could disrupt the professor’s good day and lead to no response.
If you want the professor to read through your email and possibly respond, ensure that your tone is polite.
Identify Yourself
It doesn’t matter how close you may be to the professor, it’s advisable to identify yourself. Don’t give them additional work to do. No professor wants to spend the next 30 minutes trying to remember who you are.
They deal with multiple students and may not easily remember you. This shouldn’t be considered offensive but merely a side effect of the job. Additionally, not everyone has a good memory for faces.
Clear And Brief
Professors receive multiple emails from students, other professors, and various academic and non-academic sources daily. With their busy schedules, they may not have the time to read longer emails.
So, it’s advisable to keep your email short by only including relevant information. Longer emails may end up getting skipped by busy professors.
Ensure that the purpose of your email is clear using as few sentences as possible while also maintaining a polite tone.
Explain Your Situation
Don’t beat around the bush. Tell them exactly what you need. Any attempts to lie could decrease your chances of getting positive feedback from the professor.
If some form of evidence is necessary to convey your message or facilitate easier understanding of your challenge, feel free to attach it to the email or present it if you’re asking for a meeting with the professor.
Wait Patiently
You may be anxious but that is no reason to bombard the professor with emails. You can send a reminder or visit them in their offices after 2 or 3 days.
Keep in mind that professors have busy schedules and responding to your email may not be a priority to them.
They’re also under no obligation to accept your request for a meeting. Pushing them would only land you a big “NO”.
Act Early
Don’t wait till the end of the semester to bring this up with the professor. They would most definitely refuse your request if you wait too long. It’s advisable to act as early as possible.
If you notice you’re not doing well in their class, it’s better to reach out to them as early as possible, instead of waiting till you completely fail the class.
State Your Reasons
You either failed or you’re failing the class. The professor doesn’t know what you want them to do about it. If you want them their advice on the best way to proceed, you need to state that in the email.
If you also want to meet with them to discuss this further, you should also make it clear in your email. Try to make it as short as possible while maintaining a polite tone.
Clear Subject Line
The subject line should spell out exactly what your message is about. Never send an email without a subject line as it’s highly likely the professor would skip it or possibly consider it junk.
Professors receive numerous emails from various sources, including students, daily. They’re very likely to ignore an email without a proper subject line.
Example:
Concerns About My Recent Grades
End Formally
At this point, you can thank them for taking the time to read the email all the way through and then sign off. Ensure that your full name and possibly your class and section are included.
Example:
Thank you
Sincerely
{{Your full name}}
{{Class and Section}}
How To Find Your Professor’s Email
If you’re not sure how to find your professor’s email address, you can try the approaches below.
School Website
If your school has a website, it’ll include a page about its faculty. You’ll find your professor’s details including email their official email address on this page.
You can also check your school management system as the professor’s official contact details would be included on the overview page of their course.
Some professors also have personal websites where their official and sometimes private contact details are publicly available. It’s advisable to only contact your professor using their official contact details.
Course Syllabus
The course syllabus includes the official contact information and attendance policies of the professor responsible for that particular course. This enables students to officially contact the professor whenever necessary.
Other Students
You’re not the only one who contacts the professor. Your peers may already have the email address of the professor.
If you’re unable to easily find your professor’s email address, simply ask your peers on students’ group pages including course forums.
Sample Email To Professor About Failing A Class
Template 1: Received A Failing Grade
Email Subject
Concerns About My Recent Grades
Body
Dear Professor {{Last name}},
I am writing to express my concerns about my recent grades in {{Course Name}}. I am deeply disappointed to have received a failing grade, as I have been putting a lot of effort and time into the course.
I understand that my performance has not been up to the standards of the course, and I take full responsibility for my mistakes. However, I am committed to improving and would like to ask for your guidance on how I can get back on track.
Is there anything that I can do to improve my grades in the course? Are there any additional resources or opportunities for extra credit that I can take advantage of? I am willing to put in whatever effort is necessary to pass the course and would greatly appreciate any advice you can offer.
Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}
Template 2: Meeting To Discuss Failing Class
Email Subject
Request For A Meeting To Discuss My Performance In {{Course Name}}
Body
Dear Professor {{Last name}},
I am writing to request a meeting to discuss my performance in {{Course name}}. As you know, I received a failing grade on the recent {{Assignment title}}, and I’m concerned about my progress.
I understand that the failing grade is a result of my own actions and I take full responsibility. As a result, I am committed to improving my performance and willing to do whatever it takes to succeed in this course.
I would greatly appreciate the opportunity to discuss my progress with you and to get your feedback on how I can improve. Could we schedule a meeting at your earliest convenience to discuss my options?
Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}
Template 3: Requesting Extra Credit To Make Up For Failing Class
Email Subject
Request For Extra Credit Opportunities In {{Course Name}}
Body
Dear Professor {{Last name}},
I am writing to request information about extra credit opportunities in {{Course name}}. As you may know, I am currently failing the course, and I am deeply concerned about my progress.
I understand that my current standing is a result of my own actions and I take full responsibility for it. I am committed to improving my performance and I am willing to do whatever it takes to succeed in this course.
I am hoping to get back on track and I am wondering if there are any extra credit opportunities available that I could take advantage of. I am also open to any other suggestions you may have for how I can improve my performance.
I am eager to do whatever it takes to succeed in this course and I hope that we can work together to find a solution.
Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}
Template 4: Requesting Grade Appeal To Make Up For Failing Class
Email Subject
Request for a grade appeal in {{Course Name}}
Body
Dear Professor {{Last name}},
I am writing to request a grade appeal in {{Course name}}. As you may know, I received a failing grade on the recent {{Assignment/Exam/etc.}}, and I am concerned about the impact this will have on my overall performance in the course.
After reviewing the feedback you provided on my {{Assignment/Exam/etc.}}, I believe there may have been a misunderstanding or an error that led to the failing grade. I have attached a copy of my work to this email for your reference.
I am committed to improving my performance and willing to do whatever it takes to succeed in this course. I am hoping to request a grade appeal in order to allow me to demonstrate my understanding of the material and to improve my overall performance in the course.
I would greatly appreciate your consideration of this request. Please let me know if there is any additional information you need or if there is anything else I can do to support my request.
Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}
