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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.

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.

Discussion

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Language level

Upper intermediate: B2

Comments

Some of the good reason for given up a course include plan to meet a target and that of convenience, while the bad reason is seen in having an illness or an unpredictable issues.

Dear professor John
I am writing to inform you that I could successfully pass the university English requirement recently.
Currently, I am ready to start working on new data management project. But there is some issues about the subject that we already determined. according to our time limitation I don't think I be able to complete the project on time.
I would happy if you suggest another subject related to your professional research area. Definitely your experience will help me to complete the project on time.
Thanks for your considering to my request. I will happy to come in talk with you as soon as possible.
Kind regards,
Reza

Hello Professor Jhon,

I am writing to inform you that, unfortunately, I am unable to continue to attend the Finite Element Method (FEM) course this semester. I would like to request permission to defer as I understand that this is only possible with your approval.

The problem is that I started working with my thesis supervisor by taking 3 credit thesis and will continue my 50 percent of thesis until the end of this semester. I am concerned with my thesis works as a vast dedication is needed to complete it. It would be overloaded if I attend your course this semester. Furthermore, it could interrupt my thesis work, which won't bring a good outcome for me.

With your approval, I could take the FEM course next semester instead. I realized that the next semester wouldn't be stressful for me and I assure that I will cover this course perfectly.

Thank you for considering my request and I would be happy to come in and discuss the matter further.

Yours Sincerely,
Huini

The good reason to give up a course is if you are sick or you have something is very important to do in your work. Abd the bad reasons to give up a course is to leave for vacation or something similar.

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.