Portland Community College | Portland, Oregon

The basics of email communication

1. Use your PCC email address.
   • Example: poppie.panther@pcc.edu
2. Include your G number (student ID).
   • Example: G01234567
3. If applicable, include the course name and the CRN (course registration number).
   • Example: CG 101 CRN: 41234
4. Use a short and specific subject header. Don’t leave the subject header (title of your email) blank or have a vague subject title, such as “hello.”
   • Example: Extension Request
5. Use a greeting and a salutation.
   • Example Greeting: Good afternoon Instructor Poppie,
   • Example Salutation: Thank you for considering,
6. Include a signature / sign off. This is typically your preferred first and last name(s).
   • Example: Poppie Panther

The message (or body) of the email

1. Introduce yourself in the email and state which class you are in. Some instructors teach several sections of the same class. It is very helpful to include the CRN (course registration number) as mentioned above.
   • Example: My name is Poppie Panther and I am a student in your CG 101 CRN 41234 class.
2. Be specific and provide details. Clearly state your questions. Look at the problem or question from the instructor’s perspective as well. This can help make the question or statement clearer.
   • Example: I woke up sick this morning. I currently feel terrible and looking at screens exacerbates my headache. I am requesting an extension on Essay #3 that is due this Sunday by 11:59pm.
3. Set-up a time to meet if you have a letter grade of “C” or lower in the class.
   • Example: Additionally, I know my current grade is a C. I would like to discuss my class progress once I am feeling better. Can we plan for your office hours on Tuesday, October 28 at noon?
4. Plz don’t abbrvt. Use full sentences and spell words out.
   • Example: Spell out “Thanks” instead of “Thx.” Refrain from using an emoji.
5. Proofread your email before sending it out.

Sample email

To: victor.viking@pcc.edu
From: poppie.panther@pcc.edu
Subject: Extension Request

Good afternoon Instructor Victor Viking,

My name is Poppie Panther and I am in your CG 101 CRN 41234 class. I woke up sick this morning. I currently feel terrible and looking at screens exacerbates my headache. I am requesting an extension on Essay #3 that is due this Sunday by 11:59pm. I apologize for any inconvenience this may cause you. Additionally, I know my current grade is a C. I would like to discuss my class progress once I am feeling better. Can we plan to meet during your office hours on Tuesday, October 28 at noon?

Thank you for considering,

Poppie Panther
G01234567

Follow-up email

If your instructor hasn’t replied to your email and it seems likely they intended to by now, it’s fine to send a polite follow-up. Include all the usual elements listed above, but consider adding “Following up on my previous email.” There’s no need to point out that they forgot to respond, they’re human too!