How to write an email to a teacher

If you are looking to write a polite email to a teacher and receive a quick response, or a response that directly answers your question, you may be seeking the best, most professional way to write an email to a teacher.

You may have a question regarding your child’s homework, about school events or even your child’s behaviour, but either way, writing an email to a teacher professionally is a crucial skill in order to have effective communication. 

So, how do you do it? Here’s your complete guide on how to email a teacher.

Tips for Writing an Email to a Teacher

An important consideration when writing an email to a teacher is that they are time-poor and extremely busy! The best way to receive a positive and fast response is to remain respectful, professional and to quickly and clearly make your point. 

1. Be professional
2. Be direct
3. Be respectful 
4. Structure your text
5. Double-check your spelling and grammar

How to Start an Email to a Teacher

Before writing a professional email, you will want to use a clear subject line that clearly states what the email is about. This helps a teacher to have a brief understanding of what the email is about so it sticks in the mind. An email subject such as “Joe Wilson’s performance review” will give the teacher a brief idea of the context of your email instead of,  “Message regarding Joe Wilson” which is too generic. 

Before continuing to write the email body, address the recipient with a ‘good morning’ or ‘good afternoon, this creates a warm and engaging introduction and creates an expectation for your response time.  

How to End an Email to a Teacher

That’s all well and good, but now we come to one of the areas people have the most trouble with: how to sign off an email to a teacher.

Before sending your message, it is important to proofread your email, checking for spelling, grammar and capital letter mistakes. If you are sending an email that requires a response, then it is important to end your email with a message that sends this impression. Try something like, “I look forward to hearing from you soon, Sincerely…” This way you have remained respectful and have left your email open for a response.

If you are looking to create a long-lasting impression remember to be thankful for the teacher’s time. Here is a template for a clear, concise email to a teacher.

“Dear Mr Smith, 

Michael came home yesterday and told me that she had received a negative performance review. Would it be possible for us to meet sometime to go over this, please?

Thanks for your time and help!

Sincerely, 

Elizabeth Trout”

Taking the time to email a teacher is a fast way of communicating, especially if you are working around a busy schedule and are struggling to find the time to communicate face to face. It’s an easy way of bringing to attention any issues as well as remaining polite and respectful and keeping the message on topic. 

If you are looking to write a message and thank a teacher, then discover our handy guide on what to write in a teacher thank you card. 

Related FAQs

How do you address a teacher in an email if you don’t know their name?

When addressing a teacher in an email, it’s always best to use their name if you know it. If you don’t know their name, you can start your email with a general greeting such as “Dear Teacher” or “Dear Sir/Madam.” However, it’s always better to try to find out their name, especially if you’re emailing a specific teacher about a particular subject or issue.

Is it appropriate to use emojis or informal language in an email to a teacher?

No, it is not appropriate to use emojis or informal language in an email to a teacher. Emails to teachers should always be written in a formal, respectful tone, using proper grammar, spelling, and punctuation. Avoid using any slang or abbreviations, as this can come across as unprofessional and disrespectful.

How soon can you expect a response from a teacher after sending them an email?

The amount of time it takes for a teacher to respond to an email can vary depending on their workload and schedule. Generally, you can expect a response within a few days, but it may be a good idea to clarify an expected response time in your email if necessary. If you need a response urgently, you could try calling the school or arranging to meet with the teacher in person.

Can you email a teacher outside of school hours?

Yes, you can email a teacher outside of school hours, but it’s important to be mindful of their personal time and respect their work-life balance. Try to avoid sending emails late at night or on weekends, unless it’s an urgent matter that can’t wait until the next school day. If you do need to email a teacher outside of school hours, you could begin your email by acknowledging that you understand they may not be working at that time. If you do, don’t expect or demand a response outside of working hours.

What should you do if you don’t receive a response to your email from a teacher?

If you don’t receive a response to your email from a teacher, there are a few things you can do. Firstly, you could send a follow-up email to politely request a response, making sure to reference your previous email and the topic you need help with. You could also try contacting the school administration, such as the principal or vice-principal, to ask for their assistance in getting a response from the teacher for an ongoing issue you have been waiting a long time to resolve. It’s always best to remain polite and respectful, as teachers are often very busy and yours may have missed your email by accident.

Should you cc or bcc anyone else when emailing a teacher?

Whether or not you should cc or bcc anyone else when emailing a teacher depends on the situation. If you’re emailing about a group project or an event, it may be appropriate to cc other relevant parties such as other teachers or parents. However, it’s always best to check with the teacher first, as they may have their own policy on cc’ing or bcc’ing other people. If you do decide to cc or bcc anyone else, make sure to explain why you’re including them in the email and what their role is in the conversation.

Is it okay to ask personal questions in an email to a teacher?

Whether or not it’s okay to ask personal questions in an email to a teacher depends on the nature of the question. If it’s related to the student’s academic progress or behaviour, it may be appropriate to ask. For example, you could ask for an update on your child’s grades or ask for advice on how to help your child with their homework. However, it’s best to avoid asking overly personal or intrusive questions.

How do you avoid sounding demanding or rude in an email to a teacher?

To avoid sounding demanding or rude in an email to a teacher, make sure to use a polite and respectful tone. Begin your email with a warm greeting and address the teacher by their name. Clearly state your purpose for emailing and be specific about what you need help with. Avoid using demanding language or making assumptions, and always express gratitude for the teacher’s time and help.

Can you email a teacher about a personal issue?

Yes, you can email a teacher about a personal issue, but make sure to do so in a respectful and appropriate manner. Personal issues may include concerns about your child’s health, safety, or emotional wellbeing. It’s important to keep in mind that teachers are not trained therapists, so if you need professional support for your child, it’s best to seek help from a counsellor or mental health professional. When emailing a teacher about a personal issue, be honest and open about your concerns, and ask for their advice or support in finding appropriate resources.