As a student, you’ll often need to write emails to teachers, school administrators, or internship coordinators. Unlike texting or casual messages, formal emails require a clear structure, polite language, and a respectful tone. Knowing how to write a proper email not only helps you communicate effectively but also creates a good impression in academic and professional settings.
This guide will walk you through the basics of writing a formal email as a student. You’ll learn how to structure your message, choose the right words, and avoid common mistakes. Whether you’re requesting help, asking for an extension, or applying for an internship, this guide will help you do it the right way.
Understanding Formal Emails
Formal emails are used when you want to communicate respectfully with someone in a position of authority, such as a professor, teacher, school staff member, or internship coordinator. They follow a clear format, use polite language, and avoid casual expressions or emojis.
What Makes an Email Formal?
A formal email:
- Has a clear and respectful tone
- Uses correct grammar, punctuation, and spelling
- Includes a subject line, greeting, body, closing, and signature
- Avoids slang, contractions (like I’m, can’t), and emojis
Why Do Students Need to Write Formal Emails?
As a student, you may need to write formal emails to:
- Ask a teacher for clarification on an assignment
- Request a meeting with a professor
- Submit documents for a scholarship or internship
- Notify your school about an absence
- Follow up on an academic request or inquiry
Learning how to write a formal email helps you communicate clearly and respectfully in these situations—and prepares you for future academic and professional environments.
Structure of a Formal Email
A formal email follows a clear and organized format. This structure helps your message come across professionally and makes it easier for the reader to understand your request.
1. Subject Line
Your subject line should briefly state the reason for your email. Keep it specific and clear.
Examples:
- Request for Office Hours Appointment
- Question About History Assignment
- Internship Application – Marketing Department
2. Salutation (Greeting)
Use a polite and appropriate greeting. If you know the recipient’s title, include it.
Examples:
- Dear Professor Ahmed,
- Dear Ms. Thomas,
- Dear Admissions Officer,
Avoid casual greetings like “Hey” or “Hi” in formal emails.
3. Introduction
Begin your message by stating who you are and why you’re writing.
Example:
My name is Priya Mehta, and I’m a second-year student in the English Literature program. I’m writing to ask for clarification on the upcoming essay submission.
4. Body
The body provides the details. Keep it short and to the point. Use polite language and break it into short paragraphs if needed.
Tips:
- Clearly explain your question or request
- Stick to the main point
- Be respectful and avoid a demanding tone
5. Closing Line
End the message with a polite sentence.
Examples:
- I appreciate your time and help.
- Thank you for your attention to this matter.
- I look forward to your reply.
6. Sign-Off and Signature
Use a formal closing phrase, followed by your name and any relevant details.
Examples:
Sincerely,
Jordan Taylor
Grade 11, Lincoln High School,
jordan.taylor@email.com
Best regards,
Emily Chen
Sophomore, Department of Biology
University of California, Davis
emily.chen@email.com
Common Scenarios and Examples
Students often write formal emails for a variety of academic or professional reasons. Below are some common situations where a well-written email is necessary, along with examples for each.
1. Email to a Professor – Requesting a Meeting
Subject: Request for Office Hours Meeting
Dear Professor Williams,
I hope you’re doing well. My name is Aaliyah Brown, and I’m in your Intro to Psychology class (PSYCH 101, Section 2). I’m writing to request a short meeting during your office hours to discuss my paper outline and get your feedback.
Please let me know if Thursday or Friday would work for you.
Thank you for your time.
Sincerely,
Aaliyah Brown
Freshman, Department of Psychology
University of Illinois
a.brown1@email.com
2. Internship Application Email
Subject: Internship Application – Communications Intern (Summer 2025)
Dear Internship Coordinator,
My name is Marcus Rivera, a junior majoring in Communications at Boston University. I’m writing to apply for the Summer 2025 Communications Intern position listed on your website.
I’ve attached my resume and cover letter for your review. Please feel free to contact me if you need any additional information.
Thank you for considering my application.
Best regards,
Marcus Rivera
Junior, Boston University
marcus.rivera@email.com
3. Email to Request Information from Academic Office
Subject: Request for Course Enrollment Details – Fall Semester
Dear Registrar’s Office,
I am writing to ask for information about enrolling in additional credits for the Fall 2025 semester. I’m a full-time undergraduate student at NYU and would like to know the process and deadline for requesting credit overload approval.
Thank you in advance for your assistance.
Sincerely,
Hannah Lee
Senior, Department of Economics
New York University
hannah.lee@email.com
Do’s and Don’ts of Formal Email Writing
When writing a formal email as a student, your goal is to be respectful, clear, and professional. Here are some helpful guidelines to follow—and a few things to avoid.
✔ Do:
Use a clear subject line
Make it easy for the recipient to understand the purpose of your email.
Use a proper greeting and sign-off
Start with “Dear [Title + Last Name]” and end with “Sincerely” or “Best regards.”
Keep your message focused
State your reason for writing early, and avoid unnecessary details.
Proofread before sending
Check for grammar, spelling, and formatting mistakes.
Be polite and respectful
Use courteous language like “please,” “thank you,” and “I appreciate your time.”
❌ Don’t:
Don’t use casual language or slang
Avoid phrases like “Hey,” “What’s up,” or “LOL” in academic or professional emails.
Don’t write in all capital letters
It can look like you’re shouting.
Don’t use emojis or GIFs
They don’t belong in formal communication.
Don’t send the email without checking attachments
If you mention an attachment, double-check that it’s included.
Don’t forget to include your full name and school info
This helps the recipient know who you are and how to respond.
Tips for Effective Formal Emails
Once you understand the structure and tone of a formal email, the next step is to make sure your message is clear, polished, and easy to read. These tips will help you improve the quality of every email you send.
Keep Sentences Short and Clear
Avoid long, complex sentences. Use direct language to explain what you need or want.
Instead of:
I was wondering if it might be possible for you to perhaps give me some advice regarding the assignment.
Try:
Could you please give me some advice on the assignment?
Stay Polite and Professional
Even if you’re feeling stressed or frustrated, keep your tone respectful.
Use phrases like:
- I hope you’re doing well.
- I appreciate your time.
- Please let me know if you have any questions.
Only Include Relevant Details
Stick to the main point. If your email is too long, it’s easy for the reader to miss what’s important.
Tip: Read your message once before sending and remove anything that doesn’t support your purpose.
Label Attachments Clearly
If you’re sending a file, make sure:
- The filename is clear (e.g., “Essay_Draft_SamTaylor.pdf”)
- You mention it in the email (“I’ve attached the draft of my essay.”)
Use a Professional Email Address
Ideally, use your school-provided address (e.g., emily.james123@students.stateuniversity.edu). Avoid personal addresses that sound too casual or unprofessional.
Sample Formal Email Templates
These ready-to-use templates are written for common student situations. You can adjust the details based on your needs, but the structure and tone remain the same.
Template 1: Email to a Professor Requesting a Meeting
Subject: Request for Office Hours Appointment
Dear Professor Anderson,
I hope you’re doing well. I’m a student in your ENGL 101 class, and I’d like to request a time to meet during your office hours to discuss my research paper topic.
Please let me know if you’re available this Thursday or Friday.
Thank you for your time and help.
Sincerely,
Daniel Ruiz
Freshman, English Department
University of Texas at Austin
d.ruiz12@utexas.edu
Template 2: Internship Application Email
Subject: Application for Summer Internship – Public Health Department
Dear Internship Coordinator,
My name is Maya Patel, and I’m a junior studying Public Health at UCLA. I’m writing to apply for the summer internship program listed on your department’s website.
I’ve attached my resume and cover letter for your review. Please feel free to reach out if you need anything further.
Thank you for considering my application.
Best regards,
Maya Patel
Junior, UCLA
maya.patel23@ucla.edu
Template 3: Request for Information from Academic Office
Subject: Course Credit Transfer Inquiry – Fall 2025
Dear Academic Advising Office,
I’m a sophomore at Arizona State University, and I’m writing to ask about the credit transfer process for a course I completed at another institution. Could you please let me know the steps I should follow and the documents I need to submit?
Thank you for your assistance.
Sincerely,
Jared Thompson
Sophomore, ASU
jared.thompson2025@asu.edu
Conclusion
As a student, learning how to write a formal email is a skill you’ll use often, whether you’re communicating with professors, applying for opportunities, or requesting support. A clear, polite, and well-structured email helps you express your message respectfully and professionally.
By following the format, using appropriate language, and reviewing real examples, you can write emails that make a strong impression. With practice, writing formal emails will become a natural part of your academic and professional communication.