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W - Unit 5 - A2

Writing Formal Emails

University teachers commonly use email for various purposes, including communication with students, colleagues, administrators, and external contacts. Here are some common types of emails university teachers might send:

Communication with Students:
  • Assignment reminders
  • Clarifications on course materials
  • Responses to student inquiries
  • Feedback on assignments or exams
  • Announcement of class cancellations or changes
Communication with Colleagues:
  • Collaboration on research projects
  • Meeting scheduling and coordination
  • Sharing of academic resources or materials
  • Discussion of departmental or institutional matters
Communication with Administrators:
  • Requests for funding or resources
  • Submission of reports or documentation
  • Updates on academic activities or achievements
  • Discussion of curriculum changes or updates
Communication with External Contacts:
  • Invitations to guest lectures or events
  • Collaboration with professionals or organizations outside the university
  • Requests for partnerships or sponsorships
  • Inquiries about external funding opportunities

Here's an example of an email from a university teacher to a student: Subject: Clarification on Assignment Requirements Dear [Student's Name], I hope this email finds you well. I wanted to reach out regarding the recent assignment on [assignment topic] in our [course name] class. I've received a few questions from students, and I want to clarify some of the requirements to ensure everyone is on the same page. Firstly, the word count for the assignment should be between 1000-1500 words, excluding references. Additionally, please ensure that you use at least three scholarly sources to support your arguments. If you have any further questions or need clarification on any aspect of the assignment, please don't hesitate to reach out to me. I'm here to assist you throughout the process. Best regards, [Your Name] [Your Position] [Your Contact Information]


Here's a guide for university teachers on how to write formal emails: 1. Use a Professional Email Address: Ensure that your email address is professional and clearly identifies you as a university teacher. Avoid using personal or informal email addresses for professional correspondence. 2. Choose a Clear and Informative Subject Line: The subject line should accurately summarize the purpose of your email. Be concise and specific to help recipients understand the importance of your message. 3. Address the Recipient Appropriately: Begin your email with a polite greeting, using the recipient's title and last name if known. If you're unsure of their preferred title, use a neutral greeting such as "Dear [Recipient's Name]". 4. Maintain a Formal Tone: University teachers should use a formal tone when writing emails, regardless of the recipient. Avoid using slang, colloquialisms, or overly casual language. 5. Organize Your Message Clearly: Structure your email with clear paragraphs and logical flow. Begin with an introduction, followed by the main content, and end with a conclusion or call to action. 6. Be Concise and Direct: Get straight to the point and avoid unnecessary information. University teachers are often busy, so keeping emails concise helps recipients understand the key points quickly. 7. Provide Context or Background Information: If necessary, provide context or background information to help recipients understand the purpose of your email. However, avoid including excessive details that may overwhelm the reader. 8. Use Proper Grammar and Spelling: Proofread your email carefully to ensure there are no grammatical errors or spelling mistakes. Poorly written emails can detract from your professionalism and credibility. 9. End with a Polite Closing: Conclude your email with a polite closing, such as "Sincerely", "Best regards", or "Yours faithfully". Thank the recipient for their time and consideration. 10. Include Your Contact Information: Sign off with your full name, academic title, and contact information. This makes it easy for recipients to follow up with you if needed. 11. Review Before Sending: Before hitting send, review your email one last time to ensure it meets all the guidelines outlined above. Make any necessary edits or revisions to improve clarity and professionalism. 12. Respond Promptly: If you receive a reply to your email, try to respond promptly, especially if it requires further action or follow-up. Timely communication demonstrates respect for the recipient's time and priorities. By following these guidelines, university teachers can effectively communicate with students, colleagues, administrators, and external contacts via email formally and professionally.


  1. Greetings/Opening:

    • Dear [Student's Name],
    • Hello [Student's Name],
    • Good [morning/afternoon/evening] [Student's Name],

  2. Acknowledging/Responding:

    • Thank you for your email.
    • I appreciate your prompt response.
    • I understand your concerns/questions.

  3. Providing Information/Updates:

    • Please find attached [document/file].
    • I wanted to inform you that...
    • Here are the details regarding [topic].

  4. Clarifications/Explanations:

    • Allow me to clarify...
    • To expand further on...
    • Let me provide some context.

  5. Offering Assistance:

    • Please don't hesitate to reach out if you need further assistance.
    • Feel free to contact me if you have any more questions.
    • I'm here to help with any further inquiries.

  6. Closing:

    • Best regards,
    • Sincerely,
    • Warm regards,

  7. Encouraging/Supportive:

    • Keep up the good work!
    • I'm confident you'll succeed.
    • You're doing great so far!

  8. Reminders:

    • Just a reminder that...
    • Don't forget that...
    • Please remember to...

  9. Gratitude:

    • Thank you for your attention to this matter.
    • I appreciate your cooperation.
    • Your efforts are greatly valued.

  10. Formality:

    • Please be advised that...
    • In accordance with university policy...
    • As per our previous discussion...