Email & message templates

Subject: Office hours — {{course_code}}

Dear Professor {{last_name}},

I'm {{your_name}} in your {{course_name}} section. I'm working on {{topic_or_assignment}} and had a few clarifying questions. Would any of your office hours this week work, or could we schedule a brief 10-minute meeting?

Thank you for your time.

Best,
{{your_name}}
{{student_id_optional}}

Subject: {{course_code}} — extension request

Dear Professor {{last_name}},

I'm writing to ask for a short extension on {{assignment_name}}, originally due {{due_date}}. {{one_sentence_reason}}. I can submit by {{proposed_new_date}} if that is acceptable.

I understand policies vary and appreciate your consideration.

Best,
{{your_name}}

Subject: Absence — {{course_code}} {{date}}

Dear Professor {{last_name}},

I will miss class on {{date}} due to {{brief_reason}}. I'll catch up on {{materials_or_lecture_notes}} and reach out if I have questions.

Thank you,
{{your_name}}

Subject: {{course_code}} — question on {{assessment_name}}

Dear Professor {{last_name}},

Thank you for the feedback on {{assessment_name}}. I'm trying to improve for the next evaluation — could you point me to 1–2 specific areas I should focus on?

Best,
{{your_name}}

Subject: Letter of recommendation — {{program_or_job}}

Dear Professor {{last_name}},

I'm applying to {{program_or_position}} and hoped you might be willing to write a recommendation, given my work in {{course_or_project}}. The deadline is {{date}} and submission is via {{portal_or_email}}.

If you're too busy or don't feel you can write a strong letter, I completely understand.

Thank you,
{{your_name}}

Subject: Reminder — recommendation due {{date}}

Dear Professor {{last_name}},

Friendly reminder that my recommendation for {{program}} is due {{date}}. I've attached my CV/resume and draft personal statement for context.

Thank you again — I really appreciate your support.

Best,
{{your_name}}

Subject: {{course_code}} — incomplete grade

Dear Professor {{last_name}},

Could you share the process and timeline for resolving my incomplete in {{course_code}}? I aim to complete remaining work by {{date}}.

Thank you,
{{your_name}}

Subject: Appeal — {{decision_or_grade}}

Dear {{dean_or_committee_title}},

I'm writing to respectfully appeal {{brief_description}} because {{one_sentence_grounds}}. I have attached {{evidence_list}}.

Please let me know the next steps in the appeals process.

Sincerely,
{{your_name}}
{{student_id}}

Subject: Accommodation intake — {{student_id}}

Dear {{disability_office}},

I'm {{your_name}}, enrolled in {{program_year}}. I'm requesting accommodations for {{condition_category}}. I've attached {{documentation_summary}}.

I look forward to scheduling an intake meeting.

Best,
{{your_name}}

Subject: SAP appeal — {{student_id}}

Dear Financial Aid Office,

I'm requesting to appeal my {{sap_or_aid_status}} because {{brief_cause}}. I've attached supporting documentation: {{list}}.

I'm committed to {{plan_to_improve}}.

Thank you,
{{your_name}}