Are you usually stuck when trying to compose an email, especially to a professor? This is a very common feeling because as much as you simply do not want them to forget about a discussion you had physical or in previous emails, you do not want your follow-up to come as a push or disturbance to them and you want to ensure you are saying the right things. Considering these, in this article, we will look into samples of a gentle reminder you could use the next time you want to send an email. You will also get to understand the right writing voice required for an email of this kind.let us know abot that the Gentle Reminder Email To Professor Sample.
A gentle reminder email to a professor is simply an email you write to follow up on a previous conversation you have had with the professor, in which they promised to get back to you or perform a certain task. The previous conversation could either have been physical or via email.
Reasons for Reminder Emails
As much as you may want to send a reminder email to your professor, you should understand that this kind of email is not an everyday kind, it is born out of specific reasons. Just to be clear on the right time to send a reminder email, here are some reasons why or when it is appropriate to send this kind of email:
- When you have been asked by the professor to follow up with him or her on a particular subject.
- When the time frame given to you by the professor to look into a conversation or situation you talked to them about has elapsed and you have not heard from them.
- When the situation is urgent and from all indications, it is also clear to the professor that it is urgent and would not get offended by your reminder email or follow-up.
Characteristics of Gentle Reminder Email
These include features or ideas that should be represented in or that should make up your sample email to your professor. They are as follows:
- It needs to have your email address and the email address of the recipient.
- It should have a subject that captures the general idea of the main content of the email. In this case, it should carry the subject line, “Gentle Reminder”.
- Ensure you include the appropriate salutation and or greetings before going into details or the purpose of writing.
- You should have a body of the email which contains the main reason for your writing.
- You should avoid using slang, or shortened words in the body of your email. For example, the use of yeah has become familiar among many of us to the point we do not see it as slang anymore. Words like this should be avoided, so check your use of grammar again after composing your message.
- The writing voice you use is of utmost importance. Writing to your professor, you should sound formal but respectful, and depending on the circumstance, you may have to sound “in need”. So they could sense your need and respond as soon as possible.
Samples of Gentle Reminder Email to Professor
Considering the three reasons that were highlighted above on the appropriate time to send a gentle reminder email, we will be giving three samples of emails that could work in those scenarios. Let’s dive in!
Sample 1
When you have been asked to follow up
Subject line: Gentle Reminder
Dear {Professor’s name},
I trust this mail finds you well.
Sequel to the conversation we had last week, you asked that I follow up with you today to remind you of the resources we need for PSY 313 classes this semester.
Would you want me to come to get a list at your office later today or would you rather send it via email?
Depending on what works best for you, I look forward to receiving further instructions on this, so I could get the resources in time and share them with the class as soon as possible.
Cheers,
{Your name},
Class Representative, PSY 313 Class.
Sample 2
When the promised time frame has elapsed
Subject line: Gentle Reminder
Dear Ma {or insert title/name},
I hope you’re having a great week.
I am reaching out about my master’s application, you promised to get back to me two days ago but after not hearing from you, I decided to check on you.
I understand that you have a lot on your table, especially at this period of mid-semester tests, so I do not take it for granted that you agreed to take the time to look into my master’s application. If there is anything I could do to hasten the process, I would be glad to assist.
Best regards,
{Your name}
Sample 3
When the situation is urgent
Subject line: Gentle Reminder
Dear Professor {insert name},
I trust this mail finds you in good spirit.
My name is {insert your name}. I was at your office last Wednesday to discuss the issue of my grade in the {insert course} exam last year. My student number is {insert number}.
The graduation list for my set will be published in {insert number of days}, and I have not heard from you. So I thought to follow up with you on your promise to look into the grade I was given and sort it out, so I can be eligible for graduation come {insert graduation date}.
I would be available to supply you with any further information you need to help deal with my issue.
Looking forward to a swift and favourable response for you in this regard.
Thanks in advance,
{Your name}.
Conclusion
In the samples highlighted above, you would notice that the voice behind each sample was different from the other. This is so because even with a professor, the relationship differs. Your relationship with the professor to a large extent determines the writing voice that would be used. However, you would want to maintain courtesy, professionalism and respect regardless of how close or distant you may be from the professor. Trust these tips and samples above will help you scale through easily the next time you think of composing a reminder email to a professor.
