Sometimes students cannot attend classes and need a break from their institutes. There are numerous genuine reasons which merit absence from your class. For instance, it may be due to sickness, transportation issues, weather hazards or some event or death that can be the reason behind your leave from your institute. However, you cannot stay out of class without informing the significant staff. let us know about that the Leave Email To Professor – How To Write? + Examples.
Professional institutes have some strategies regarding the absence of students. You cannot afford excessive absences from class without permission from authorities with or without reason. Therefore, students inform their teachers about leave through email or application. Writing an email to a professor is a difficult task for students. The choice of words should be respectful, polite and to the point. In this guide, you will learn strategies to communicate with professors through email. These guidelines will help build your confidence in communication with the professor about your leave from class.
Why write an email to the professor?
If you feel sick, have an appointment or cannot attend class due to transportation or some other tragedy, it is better to inform your teacher. When you write the reason for leaving in an email to the professor, you will show yourself as a responsible student who is concerned about his studies and at the same time, the institute will never charge you a fine due to your excessive absence. Moreover, when you inform your teacher on time, you will face issues related to short attendance. In addition, you can get the help of your teacher and recover the course that is missed due to your absence.
How to Start an Email for Leave?
When you start to write an email to a professor, your choice of words should be polite and respectful. Before writing any content or explaining your circumstances of leave, it is better to call your professor formally. For instance, the words, (Dear Professor) (good morning or good afternoon Sir), (Hello Sir)or Dear with the name are the most suitable ways to address your professor. Moreover, most of the time, professors mention in their class what they want to listen to. Similarly, if the professor is PhD, use the honour of Dr. with his/her name or in informal situations you can greet them with Ms Mr. or Mrs. followed by their name. Don’t be extremely informal ‘hey’ or what’s up are casual words and are not suitable to greet a professor. Check the spelling of the name and the greeting carefully, because spelling mistakes will show your noserious and careless attitude towards the teacher and studies.
Content of Body Paragraph
The body paragraph should be clear and to the point. For instance, the content of the body paragraph should be serious, and show the situation for your absence clearly.
- It should be simple, straightforward and brief with a significant background if necessary.
- Inform your professor about your leave as early as possible.
- The reason should base on truth, you will face embarrassment otherwise.
- In case of sick leave, attach a medical certificate if possible.
- You can ask for your lecture notes or worksheets if it is convenient for your professor.
- Your reason should be genuine, try to avoid writing too many explanations for your absence.
- Avoid irrelevant questions in your email like ‘ did you teach anything today?
- There is a big difference between casual and careless behaviour, don’t use careless words because they don’t show respect.
- Upload your assignments or any home task to keep it clear that you didn’t take off due to not completing your assignment. If the assignment is in hard form, ensure your professor that you have completed the task and will submit it as soon as possible.
How do Sign Off?
The end is equally important as the start of an email. Use appropriate formal greetings while signing off, for instance, the words like ‘bye’ ‘ok’ and ‘cheer’ don’t look good and give a bad impression. Always try to feel your professor with your words that you respect him/her whether the relationship is formal or informal. The words like ‘best regards’ kind regard’ thank you ‘sincerely’ ‘with warm regards’ are the most suitable sign-off options. Mention your name and class at the end to ensure that your professor recognizes you. It will not give a good impression if you leave your email with no end. After signing off, proofread your email and double-check the spelling, vocabulary, grammar and choice of words, correct the mistakes if you found and then send the email to the correct professor’s address.
Example Email
Date: 18, Oct, 22
To: The Dr James
Name of the department: English (Linguistics)
Subject: Sick absence email for 10 days
Dear Dr James,
My name is Emily and I am a final-year student of English Linguistics (section 1). I am writing this to inform you that I missed 4 classes in English language and linguistics due to surgery on my appendix. The doctor suggested I complete bed rest for one more week. My absence period started from 15 Oct to 25 Oct 2022.
My serious concern is to recover the course because of missing lectures. Moreover, I am worried about attendance. I would like to ask you for 6 more days’ leave from the University. In addition to this, I will be very thankful if you can send me some notes or slides of missing classes. Any guidance from your side will be more appreciable.
Thank you, I will be looking forward to your response
Kind Regards,
Emily Smith
Student ID: 733452
English Linguistics, Class of 2022
Signatures: @milY
Conclusion
Sending an email for leave to your professor seems a challenging task sometimes. When you write an email and going to inform your professor about your leave, just make sure that you convey the message properly. Start with a proper greeting while mentioning the date, name of the department and other relevant details. Then come to the body paragraph and mention your reason for absence clearly and give evidence if possible. Don’t tell a lie and don’t mention too many excuses in your email. Your email should be brief without spelling and grammatical errors. In addition to this, you can ask for help and guideline to recover the missing course. In short, more polite, respectful and humble words to express your issue will represent your personality.
Frequently Asked Questions
- What are the inappropriate words to greet your professor?
The most informal words like (hey) and (what’s up) are inappropriate while starting an email. Try not to use the words like (hi) and (Hello), although these are not too informal, multiple other options are available to greet your professor respectfully.
- How to address your PhD professor?
Use honourable words like Dr. for PhD professor. You can also write (professor) or address them with words like (Dear Dr.) followed by their name.
- What are the more suitable words to end an email to a professor?
The more suitable words to end an email are (thank you) (best regards) (with warm regards) and (sincerely) etc. Then write your name and mention your ID with the subject and signature. Leave a good impression even at the end of your email.
