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An email to your professor

Learn how to write an email to your university professor.

Do the preparation task first. Then read the text and tips and do the exercises.

Reading text

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.


Sarah Price


  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.



Language level

Upper intermediate: B2


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

Good reasons for giving up a course could be circumstances related to illnesses or lack of time. I think that in this situations the solution is waiting to have good health or enough time to continue with the course.

However, for me, bad reasons to leave a course are laziness and low motivation.

(Dear the xxx team,)
I write this email to inform you that I can not keep up with the course of English for the Workplace at this moment. I would like you to close temporarily my account on it.
My current situation is that I am preparing for an English test next months. It takes me so much time that I can not catch up the work of your course. I tried to make a plan to share my effort for both the test and the course, but it is quite hard.
Your course is very good for anyone who want to prepare to take a good job and spontaneously to learn English. I assure you that I will attend and do the course a treat next time.
Thank you for your consideration and I would be happy to discuss the matter further.
(Your sincerely,)