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An email to your professor

Preparation task
Match the vocabulary (1–6) with the more formal way of saying the same thing (a–f).

        Vocabulary                                                      More formal vocabulary
1. …… at the moment                                               a. to inform you
2. …… a problem                                                      b. to request
3. …… to tell you                                                      c. an issue
4. …… talk about it more                                          d. concerned
5. …… worried                                                         e. currently
6. …… to ask for                                                       f. discuss the matter further


Reading text: An email to your professor
Dear Professor Henley,
I am writing to inform you that, unfortunately, I am unable to continue to attend the Logic II
course this semester. I would like to request permission to defer as I understand that this is
only possible with your approval.
The issue is that I am currently doing an internship with ABC Ltd. It started in July and will
continue until the end of the semester. The internship takes up 25 hours per week and I am
concerned that it does not leave me with enough time to study. I have already asked if I can
reduce my hours there, but this is not possible.
With your approval, I could take Logic II next semester instead. I realise that this would mean
a heavier workload than usual next semester, but I assure you that I would be able to manage
my time and keep up.
Thank you for considering my request and I would be happy to come in and discuss the
matter further.
Regards,
Sarah Price

Tips
1. Use the person’s job title if you don’t know their name (e.g. Dear Admissions Tutor, Dear
Marketing Manager).
2. Start your email by clearly giving your reason for writing. Then you can explain the
problem.
3. People are busy, so make it short and clear. Just include the most important information.
4. If you have a solution to the problem, suggest it and politely ask if it can be done. If you
don’t, politely request help.
5. Finish by thanking the person for their help and offering to discuss the matter further if
necessary.
6. Regards, (also With regards, Best regards, or Kind regards,) is a more friendly-sounding
sign-off than Yours sincerely, but it is still formal.

Tasks

Task 1
Are the sentences true or false?
                                                                                                                                         Answer
1. The email follows the structure of introduction, main point, what you want                 True              False
to happen next.
2. The tone is formal.                                                                                                       True              False
3. The email includes unnecessary details.                                                                       True              False
4. The writer suggests a solution to their problem.                                                            True              False
5. The closing phrase means there is an obligation to discuss the subject.                       True              False
6. Regards is for use between friends in emails.                                                                 True              False

Task 2
Circle the best answer.
1. I am writing to _____ you of a change of address.
a. inform                b. warn                c. instruct
2. I sent an email last week to _____ information about the Philosophy course.
a. demand                b. ask                c. request

3. I _____ seven classes before I had to take time off for sickness.
a. assisted                b. attended                c. appeared
4. I am _____ about managing the workload of the course at the same time as my other
responsibilities.
a. bothered                b. concerned                c. upset
5. I think one _____ has been the difficulty in accessing the library as a distance student.
a. mess                b. subject                c. issue
6. _____, family circumstances mean it is difficult for me to study in the evenings.
a. Currently                b. Actually                c. Momentarily
7. I would like to request your _____ for a change of timetable.
a. toleration                b. promise                c. approval
8. I would be happy to come in and _____ it with you.
a. discuss                b. argue                c. dispute

Task 3
Write one word in each gap to complete the email.
(1)……………………………… Professor Vazquez,
Many thanks (2)……………………………… your feedback on my assignment.
I’m writing (3)……………………………… inform you that, unfortunately, I have had (4)………………………………
postpone my current module until next term. I requested approval (5)……………………………… the
English department (6)……………………………… this and I have (7)……………………………… permission, as long
(8)……………………………… I am able to catch up with the work.
I (9)……………………………… very much enjoyed your module and I hope (10)……………………………… be able
to rejoin the course (11)……………………………… January, after (12)……………………………… small operation
on my foot. I wanted to explain (13)……………………………… situation and to assure  (14)……………………………… that I will use my recovery time to keep (15)……………………………… with the
reading for the course.
I (16)……………………………… be happy (17)……………………………… come in and discuss the matter further.
Kind (18)……………………………… ,
Antoni Nowak

Discussion
What are some good and bad reasons for giving up a course?