Armstrong Campus | Student Success Complex
Statesboro Campus | Henderson Library, Suite 1303
georgiasouthern.edu/success | [email protected]
(912) 478-5371
Connect with us at: ASC_GSU
EMAIL COMMUNICATION
WITH FACULTY & STAFF
Knowing how to communicate with others is an important life skill, and effective written
communication with faculty and staff is essential to college success. Below are considerations
when corresponding via email with faculty and staff at Georgia Southern University.
Proofread your message. Does your message include a thorough explanation and/or inquiry?
Make sure your spelling and punctuation are correct.
Avoid abbreviations and/or slang such as idk, ty, np.
USE YOUR GEORGIA SOUTHERN EMAIL ACCOUNT
As a student, you are provided with a Georgia Southern email account. You should use your GS email address when
corresponding with other students, faculty, and staff. This will assist with establishing your academic and professional
identity, and ensure that your email does not get mistaken for a spam message.
SECTIONS OF YOUR EMAIL
BEFORE YOU CLICK "SEND"
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Adapted from:
George Mason University. (n.d.). Sending email to faculty and administrators. https://writingcenter.gmu.edu/guides/sending-email-to-faculty-and-administrators
Marquette University. (n.d.). Email etiquette. https://www.marquette.edu/first-generation-students/email-etiquette.php
3
Subject: Include a subject line that briefly explains what your email is about. This should be clear and direct. If your
email pertains to a course, include the course number and section in the subject line. Do not leave the subject area
blank; many individuals will not review/respond to emails with no subject.
Greeting: Begin with an appropriate greeting, such as “Dear,” “Good morning/afternoon,” or “Hello." If you are
writing to an instructor or professor, address them as “Professor [Lastname].” If you are writing to an administrator
who is not a faculty member, address them as “Mr. [Lastname]” or “Ms. [Lastname].” However, if the person you are
addressing has earned a terminal degree such as DA, EdD or PhD, you may address them as Dr. [Lastname]. For
faculty, you can typically verify this information using their course syllabus and/or department website. For
administrators, you can typically verify this information on their department website. Or, simply ask them.
Body: The tone of your emails should be formal and polite. Briefly introduce yourself (i.e. your full name, the context
for contacting them specifically, etc.), and get to your point quickly and clearly. Explain what you need. If you have
any questions, ask them in a courteous manner.
Closing: End your message with a professional closing like “Sincerely,” or “Thank you” followed by your full name. It is
always good practice to include your Eagle ID Number, as well - many staff will need your Eagle ID Number to
expedite the review of academic and administrative concerns.
Armstrong Campus | Student Success Complex
Statesboro Campus | Henderson Library, Suite 1303
georgiasouthern.edu/success | [email protected]
(912) 478-5371
Connect with us at: ASC_GSU
EMAIL COMMUNICATION
WITH FACULTY & STAFF
SAMPLE EMAIL TEMPLATES
Scenario: You would like to confirm an assignment due date with your Instructor
Subject: FYE 1220 Section AH - Scavenger Hunt Assignment Due Date
Dear Professor / Dr. [Insert Last Name Here],
My name is [Gus Eagle], and I am enrolled in your course FYE 1220: First Year Experience, Section AH. I have reviewed the
syllabus and assignment directions for our upcoming scavenger hunt activity, and have a question regarding the submission
date. The syllabus notes the submission date is September 6, but the assignment Folio Dropbox notes the submission date is
September 9.
Will you clarify which submission date is correct, please? I would like to make sure I jot down the correct information in my
agenda.
Sincerely,
[Your Name]
[Your Eagle ID Number]
Scenario: You would like to meet with a college administrator/staff person about student record inquiries
Subject: Degree Plan Options with Change of Major
Dear Mr. [Insert Last Name Here],
My name is [Gus Eagle], and I am currently one of your advisees. We met a few weeks ago to plan my course schedule for
Fall 2022. Per your recommendation during our meeting, I scheduled an appointment to meet with my Career & Internship
Advisor. During the appointment with my Career & Internship Advisor last week, we identified a potential career that would
be a better fit for me. I've also visited the Major & Career Exploration Center to better understand my new potential career
field.
Before I look at how a change of major will impact my course schedule for next semester, I would like to meet to discuss my
updated graduation plan. Can we schedule an appointment for next week to review this? Is there any other information you
need from me?
Sincerely,
[Your Name]
[Your Eagle ID Number]
