Writing Great Emails

Why it matters

Email is how adults get things done. Extensions, meetings with the principal, recommendation letters, summer jobs: they usually start with an email. A clear one gets a fast yes. A messy one sits unread.

The basics

• Write a subject line that says what and why. "Question about Friday's lab report," not "hi" or "URGENT!!!" Keep it under about 60 characters so it doesn't get cut off.

• Get the greeting right. Anyone who works for the school or district (teachers, counselors, principals, board members) gets a title and last name. People outside the school system, like a reporter, an alum, or a local business owner, get their first name.

  School or districtHi Ms. Rivera, School or districtHi Dr. Lee, Outside the school systemHi Dana,

• Match the formality. Full sentences, no slang, no emoji, and never "hey" to an administrator. Sign off with "Thank you," or "Best," plus your full name.

• Get to the point. Your first sentence says why you're writing. Then go line by line and ask: does cutting this remove meaning? If not, cut it.

• Use short paragraphs, one idea each. Nobody reads a wall of text on a phone.

• Make one clear ask, and make it easy to answer. Yes-or-no questions and specific times ("I'm free Tuesday or Thursday after school") get faster replies.

• Follow up politely. Wait two or three school days (a week for busy admins), then reply in the same thread: "Just bumping this in case it got buried!"

• Proofread once. Read it aloud, check their name, check the attachment. Send.

• CC with purpose. CC a parent if it's about discipline or safety, or if a grade dispute is going nowhere. Don't CC someone's boss to pressure them. Go to the person first.

Don't reread it a dozen times. Send.

A sample email to a teacher

1. 1Why you're writing, in the first sentence
2. 2One clear, specific ask
3. 3Proof you're taking it seriously

More on asking for extensions.