So, you’ve reached a point in your term or semester and you realize that your grades aren’t good enough. You need to reach out to your professor in hopes of an opportunity for extra credit.
The problem is that you’ve never written an email like that to your professor before and you aren’t sure where to begin. How do you begin and what do you include in the email?
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 an 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 after your final exam.
Don’t wait till the last minute to ask them whether they offer extra credit opportunities.
State Your Reasons
Simply stating that your grades aren’t good isn’t enough. You need to state what you need from them. If you’re asking for extra credit, you should state it and the reasons why. If you want 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:
Request For Extra Credit Opportunities
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 Asking For Extra Credit
Template 1: Requesting Extra Credit Opportunity
Email Subject
Request For Extra Credit Opportunities
Body
Dear Professor {{Last name}},
I hope this email finds you well. My name’s {{Your name}} and I’m in your {{Class name}} that meets on {{Class days and time if available}}. I am writing to request any extra credit opportunities that may be available in your class.
I am very interested in doing well in this course and believe that completing additional work will help me improve my understanding of the material and overall performance in the class.
I understand that extra credit is given at the professor’s discretion, but I wanted to express my willingness to go the extra mile to succeed in this course. Thank you for considering my request.
Sincerely
{{Your full name}}
{{Class and Section Number}}
Template 2: Extra Credit Opportunities For Course
Email Subject
Extra Credit Opportunities For {{Course Name}}
Body
Dear Professor {{Last name}},
I am {{Your name}} from your {{Class title}} that meets on {{Meeting days}}. I am writing to request any extra credit opportunities that may be available in your {{Class name}}. As a student in your class, I have been highly motivated to do well and have been putting in a lot of effort to understand the material.
However, I know that I still have room for improvement and believe that completing additional work will help me achieve my academic goals in this class. I understand that extra credit is not always an option, but I wanted to express my enthusiasm for the material and my willingness to put in the extra effort to succeed.
If you have any extra credit opportunities available, I would be grateful for the opportunity to take on the additional work and further my understanding of the subject. Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}
Template 3: Request For Extra Credit For Poor Grade
Email Subject
Request For Extra Credit In {{Course Name}}
Body
Dear Professor {{Last name}},
I hope this email finds you well. My name’s {{Your name}} and I’m in your {{Class name}} that meets on {{Class days and time if available}}. I'm writing to ask if there are any chances for extra credit in your class.
I was disappointed to see that I received a {{Grade received}} on the recent {{Assignment/Exam}}, and I am eager to improve my performance in the class. I understand that extra credit is not always an option, but I wanted to express my willingness to put in the extra effort to succeed. I am confident that completing additional work will help me improve my understanding of the material and overall performance.
If you have any extra credit opportunities available, I would be grateful for the opportunity to take on the additional work and further my understanding of the subject. Thank you for considering my request.
Sincerely
{{Your full name}}
{{Class and Section Number}}
Template 4: Opportunity For Extra Credit To Make Up For Poor Grade
Email Subject
Opportunity For Extra Credit In {{Course Name}}
Body
Dear Professor {{Last name}},
I hope this email finds you well. I am writing to request any extra credit opportunities that may be available in your {{Class name}}. As a student in your class, I have been highly engaged and have been putting in a lot of effort to understand the course materials.
However, I was disappointed to see that I received a {{Grade}} in the recent {{Assignment/Exam}} and know that I have room for improvement. I am confident that completing additional work will help me improve my understanding of the material and overall performance in the class.
If you have any extra credit opportunities available, I would be grateful for the opportunity to take on the additional work and further my understanding of the subject. I understand that extra credit is at the discretion of the instructor, but I wanted to express my strong desire to succeed in this course.
Thank you for considering my request.
Sincerely
{{Your full name}}
{{Class and Section Number}}
