Communicating with Faculty 101

In college you, not your parents, are responsible for communicating professionally with faculty, teaching assistants (TAs), and staff. Professional communication can be challenging, especially when you’re just starting to manage it for yourself. But the most important thing to keep in mind is that faculty, graduate students, staff, and everyone else on campus is a person, just like you, who deserves respect and civility.

When to Contact Professors

There are a variety of times when you may need to reach out to your faculty and/or TAs about a class. These include, but are not limited to, asking for a permission number to join a class, scheduling a meeting, requesting information about a grade, informing them that you will miss class due to illness or a serious emergency, or asking for clarification on an assignment. There are a few simple do’s and don’ts that you can remember to make sure these communications are as successful as possible.

Basic Do’s and Don’ts

Communication Do’s / Communication Don’ts
Communicate early and often, talking to your faculty as soon as you have a question or anticipate an absence. / Don’t wait to reach out until it’s an emergency.
Follow up promptly to make sure you understand material and assignments covered if you ever have to miss a lesson. / Never ask “Did I miss anything important?” Your faculty work very hard to put together their lessons, and they have devoted their lives to the material they’re teaching. Therefore, everything is important.
Ask for clarification on any grades you don’t understand so that you can better master the material and so you can be more successful in future assignments/exams. / Never argue that you should have a better grade because you “need a high GPA,” or because you “expected a higher grade.” These are never legitimate reasons to raise a grade.
When writing emails use full sentences, proper punctuation, and respectful language. / Avoid using informal, disrespectful, or texting language.
Reread your emails to check for grammar, tone, and clarity. / Never send an email in the moment when you’re feeling upset or frustrated about a grade. You can draft the message, but wait to review and send it until you are thinking clearly.
Include a clear subject in every email, including the class number and section. / Never leave the subject line blank.
Schedule appointments in enough time that you can use your professor’s feedback to help you study for an exam, revise a paper, or succeed in an assignment. / Don’t wait to request appointments until the night before a major assignment is due if you have never met with the professor about the assignment/exam previously.
Read your syllabus to learn the best way to contact your professors and TAs. / Don’t assume that faculty and TAs will be able to meet with you on a particular day or time until you ask. They have busy schedules that may take them off campus some days of the week.

Sample Emails to Faculty

Successful Example of Requesting a Permission Number

Why would this be a successful email? In short, it’s professional, respectful, clear, and it shows that I am interested in their course. A faculty member reading this would have enough information to respond to my request (the specifics of the class I want to join); they could easily find it again in their email inbox; and they would know that I am a serious student.

Successful Components

Clear Subject Line
The goal of the subject line is to let your reader know what to expect in the message.
Respectful Salutation
You should address your faculty as Professor, Dr., or Instructor (if they do not hold a PhD).
Specific Course Details
Each faulty member teaches multiple classes in a semester. To make sure they know where to find your information be sure to identify your specific class and section number.
Active Engagement
It’s important to establish yourself as committed and engaged in person as well as in writing.
Respectful Tone
It’s important to sound like you are making a request, not a demand.
Full Name
Include your full name as it appears on your academic record and possibly PeopleSoft number.
Professional Signature
It’s a good idea to begin using a signature identifying you as a student once you begin college.

Unsuccessful Example of Requesting Feedback on a Grade

Why would this be an unsuccessful email? In short, there is not enough information, and it puts me in a bad light. The faculty member wouldn’t be sure which class of theirs I am taking, to what exam I am referring, or what about the exam grade confused me. Furthermore, it’s rather rude. I don’t address them respectfully. I write in a terse, angry tone. And I fail to identify myself by my full name so they can be sure of who I am. In this sample email I’ve made it difficult for the professor to help me, and I haven’t shown them any courtesy in return. It’s in your best interest to avoid sending emails like this to any faculty, staff, or graduate students because they will be highly unlikely to contribute to a productive professional discussion.