To email a professor asking for an incomplete grade, explain briefly what circumstance outside your control (an illness, a family crisis, an emergency) has kept you from finishing the course, show that you have completed most of the work and were passing, and propose a specific plan and date for finishing the rest. Ask before the last day of classes if you can. An incomplete (“I”) is usually granted at the professor’s discretion and follows the college’s own rules, so check the policy in your student handbook first.
Below is a template, two sample emails, what professors typically look for, and what happens after an incomplete is approved.
When an Incomplete Is Usually an Option
- Most of the course is done. Many colleges expect you to have completed a large share of the work, often the majority of it.
- You were passing. An incomplete is not a way to avoid a failing grade earned before the problem began.
- A serious, documented reason. Illness, hospitalization, a family emergency or similar circumstances late in the term.
- The remaining work can be done without retaking the class. For example, a final paper or exam rather than weeks of labs.
Exact requirements, forms and deadlines differ by college, so read the “incomplete grade” section of your catalog or ask the registrar.
Incomplete Grade Request Template
Subject: Request for an Incomplete in [Course Name]
Dear Professor [Last Name],
I am writing to ask whether I could receive an incomplete in [course name]. Because of [brief reason, e.g. a hospitalization in late November], I have been unable to complete [the final project and the last two quizzes].
Up to that point I had completed [the midterm, all homework and the research proposal], and my current grade is [grade, if known]. I would like to propose finishing the remaining work by [specific date], and I can provide documentation of the circumstances.
Would you be willing to discuss this? I am happy to meet during office hours or by video call.
Thank you for considering my request,
[Full Name]
[Student ID]
Sample Emails
1. Illness at the end of the term
Subject: Incomplete Request – Sociology Final Paper
Dear Professor Bennett,
I became seriously ill during the last two weeks of the semester and was unable to complete the final paper. I have submitted every other assignment and currently have a B in the course. I have a note from the campus health center. Would you consider an incomplete so that I can submit the paper by the date you choose early next term?
Sincerely,
Chris Alvarez
2. Family emergency
Subject: Request for Incomplete Due to Family Emergency
Dear Dr. Ross,
A family emergency required me to travel home for an extended period, and I missed the final weeks of our lab course. I have completed the earlier labs and the midterm. The Dean of Students office is aware of my situation. I would like to ask whether an incomplete would be possible, and what work I would need to finish.
Thank you,
Lee Ward
What Happens After an Incomplete Is Approved
- A written agreement. Many schools use a form listing the remaining work and the deadline. Keep a copy.
- A deadline. You must finish by the date set by the professor or the college policy.
- A default grade. If the work is not completed in time, the incomplete often converts to the grade you would have earned without it, sometimes an F.
- Financial aid effects. An incomplete can count against satisfactory academic progress until it is resolved. Ask the financial aid office.
Tips for Asking
- Ask as early as possible, ideally before final exams.
- Be honest and specific about what remains and when you can do it.
- If the professor says no, ask about other options such as an extension or a late withdrawal.
Writing to a professor for another reason? Use our templates for an absence email, a sick email, a death in the family, or emails about missing class for a job interview, family emergency and doctor appointment.
Frequently Asked Questions
Can a professor refuse an incomplete?
Yes. At most colleges an incomplete is at the instructor’s discretion within the school’s policy. If you are refused for a serious documented reason, the Dean of Students office may be able to advise you.
Does an incomplete look bad on a transcript?
Once you finish the work, the incomplete is usually replaced by your final grade. Some schools leave a notation; check your registrar’s policy.
How long do I have to finish an incomplete?
It depends on the college and the agreement with your professor. Many set a deadline within the following term.