Email Templates
Communicating with Staff as a Student in University of Galway
First things to know:
- Be sure that you are logged into your University of Galway email account and you are sending emails from that account. As you are aware, if you get an email from an account outside the university it will state that its from an ‘external email’. In many cases, staff will not respond to emails from external senders.
- Before you send an email, make sure you are emailing the best person for your query. If you have a query, the best thing to do is to communicate with your
- First and foremost, contact your lecturer or module leader. You can then escalate the matter to your
- Programme Director/Course Coordinator. After that you may get in contact with your
- Head of School. Lastly, you may choose to raise the matter with the
- Dean of your College.
If you feel a matter wasn’t dealt with accordingly, you may submit an official complaint to the Dean of Students under QA611 – University of Galway Student Complaints Procedure.
If you are unsure about who you need to contact at each stage, you can look up staff on the University of Galway website.
How to Start an Email
- Start off your email in a formal tone. You are addressing someone for the first time, so it’s important that you are not ‘too informal’.
- Use the phrase Dear ____,
- Use the person’s title. If you are unsure of the person’s title, look up their staff profile on the University of Galway website. Examples of titles include Dr., Professor, Ms., Mr.
- Introduce yourself. Let the person know who you are, what year you’re in, what course you’re in and what module you’re taking if it’s relevant to the person you’re emailing.
- Check your spelling and grammar. Ensure you are using proper English (or other languages you may be communicating to the staff member in), instead of ‘text language’. This isn’t a conversation over the internet with your friends, spell everything in full and use a formal tone throughout.
- Closing: King regards, Sincerely, Regards, Many thanks, Best, Respectfully,
- At the end of your email, include your full name and your ID number located on the University of Galway Student ID Card.
- If you receive a response from the staff member you contacted, and it is informal, you can mirror their style when you reply. If the staff member signs off their email with their first name, at the beginning of your response, you can address them by their first name. [1]
[1] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Email Templates
Here are some templates to use for sending emails to university staff if you’re not sure where to start.
Requesting to meet with your lecturer/university staff
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: 1-1 Meeting
Dear Professor/Dr/Ms/Mr _________,
My name is [full name] (e.g., Clodagh McGivern) and I am a [what year you’re in, what course you’re in] (e.g., 1st year Commerce student) in your [module code and name] (e.g., AY120 – Accounting) class.
Explain your situation in short.
Would you be able to meet with me to discuss this matter further?
- I noticed your office hours are between 10 a.m. – 3 p.m. on Wednesdays. I would appreciate it if I could book an appointment to meet with you. Are you available at 11 a.m. on March 10th?
- I noticed your office hours are between 10 a.m. – 3 p.m. every Wednesday. Unfortunately, these hours do not suit me. Would you be able to meet me outside of these hours? I am free all day on Tuesdays and I’m free after 2 p.m. on Thursday’s. Please let me know if any time of those times work for you.
- I’m not sure what your office hours are. Could you let me know what times you are free?
Closing:
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern1000@universityofgalway.ie
1213141516 [2]
[2] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Requesting an extension
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: Extension
Dear Professor/Dr/Ms/Mr _________,
My name is [full name] (e.g., Clodagh McGivern) and I am a [what year you’re in, what course you’re in] (e.g., 1st year Commerce student) in your [module code and name] (e.g., AY120 – Accounting) class.
I would like to request an extension on the [name of continuous assessment] (i.e., The Importance of Accounting for Businesses Essay), due on the [date due] (e.g., May 25th May 2021). I would like to speak to you in person about why I am seeking an extension. Would you be able to meet with me to discuss this matter further? I noticed your office hours are between 10 a.m. – 3 p.m. on Wednesdays, I would appreciate it if I could book an appointment to speak to you at 11 a.m. on Wednesday this week if you are available at this time.
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern1000@universityofgalway.ie
1213141516 [3]
[3] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Explaining an illness or other difficulties
Note: If you have been absent from class due to illness or other extenuating circumstances, you should inform a staff member about it and explain your reasons for it. Explaining why you’re absent may help you, especially if lecturers grade you on your attendance. If you are missing class for an extended period of time, it is advised that you contact your School or College Office and your lecturers to explain why you are absent and, if you feel you need it, their assistance in helping you catch up.
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: Absence from class
Dear Professor/Dr/Ms/Mr _________,
My name is [full name] (e.g., Clodagh McGivern) and I am a [what year you’re in, what course you’re in] (e.g., 1st year Commerce student) in your [module code and name] (e.g., AY120 – Accounting) class.
I am emailing you to let you know that I will be missing/I have missed a number of classes due to [Give an explanation for why you’ve missed or may miss class. You don’t have to give into depth if you don’t want to, saying “due to illness” is enough]. My absence is from [first date of absence] until [last day of absence].
I’m concerned that my absence may negatively affect my grades this semester. Do you have any recommendations about how I can make up for the classes I’ve missed?
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern100@universityofgalway.ie
1213141516 [4]
[4] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Explaining difficulties in academics
Note: If you are having academic difficulties, you can email the lecturer(s) for the specific module(s). If you are having academic difficulties across all of your modules, you may want to get in contact with your course coordinator/programme director as well.
There are also a number of resources available, like the Academic Writing Centre, the SU Grinds Register and a number of workshops that run throughout the year.
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: Academic difficulties
Dear Professor/Dr/Ms/Mr _________,
My name is [full name] (e.g., Clodagh McGivern) and I am a [what year you’re in, what course you’re in] (e.g., 1st year Commerce student) in your [module code and name] (e.g., AY120 – Accounting) class.
I am emailing you to let you know that I have been struggling with your module this semester. I’m concerned that my difficulties with this module will affect my grades this semester. Do you have any recommendations about how I can improve in this module? Can you let me know if there are resources available that could help me?
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern1000@universityofgalway.ie
1213141516 [5]
[5] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Leave of Absence
When you are applying for a leave of absence you should contact:
- University of Galway SU – Education Officer – su.education@universityofgalway.ie
- Your School/College Office
- Programme Director/Course Coordinator [6]
The leave of absence policy is outlined here – https://www.universityofgalway.ie/media/registrationoffice/files/QA287-Leave-of-Absence—-Emergency-update-June-2020.pdf
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: Leave of Absence
Dear Professor/Dr/Ms/Mr _________,
My name is full name (e.g., Clodagh McGivern) and I am a what year you’re in, what course you’re in (e.g., 1st year Commerce student).
I am thinking about taking a leave of absence. I’m unfamiliar with the process. I have a few questions I’d like to ask, and I’d like to gather more information about taking a leave of absence and exploring other options that are available to me. Would you be able to meet with me to discuss this matter further? I would appreciate it if I could book an appointment to speak to you. Could you let me know what times you are available to meet?
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern1000@universityofgalway.ie
1213141516 [7]
[6] universityofgalway.ie. 2022. Leave of Absence – University of Galway. [online] Available at: <https://www.universityofgalway.ie/student-registry-helpdesk/leave-of-absence/> [Accessed 10 March 2022].
[7] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Deferrals
Note: If you wish to seek a deferral, the policy is outlined here – https://www.universityofgalway.ie/media/registry/exams/Deferral-Policy-QA234-for-translation_updated_July2019.pdf
The application form is at the end of the policy, or you can find it here – https://www.universityofgalway.ie/media/registry/exams/Deferral-of-Examinations-Application-Form-1.pdf
However, if you do have any queries in relation to it you can contact
- University of Galway SU – Education Officer – su.education@universityofgalway.ie
- Your College Office [8]
To: _________@universityofgalway.ie
Cc: _________@universityofgalwayie
Subject: Deferrals
Dear Professor/Dr/Ms/Mr _________,
My name is full name (e.g., Clodagh McGivern) and I am a what year you’re in, what course you’re in (e.g., 1st year Commerce student).
I am thinking about deferring my semester 1/semester 2 exams. I am unfamiliar with the process and I have a few questions. Would you be able to give me some assistance? If you’re available, I can meet you or arrange a phone call to discuss this further, or else I can ask you the questions in an email.
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern100@universityofgalway.ie
1213141516 [9]
[9] universityofgalway.ie. 2022. Deferrals – University of Galway. [online] Available at: <https://www.universityofgalway.ie/exams/timetable-advice/deferrals/> [Accessed 10 March 2022].
[9] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Withdrawing
Note: If you are thinking of withdrawing from your course, there are a number of people you can contact first to explore your options. The policy is outlined here – https://www.universityofgalway.ie/media/registrationoffice/files/QA282-Student-Course-Withdrawal-Policy—-Emergency-update-June-2020.pdf
- University of Galway SU – Education Officer – su.education@universityofgalway.ie
- Student Advisor in your College
- College Office/Head of School [10]
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: Course Withdrawal
Dear Professor/Dr/Ms/Mr _________,
My name is full name (e.g., Clodagh McGivern) and I am a what year you’re in, what course you’re in (e.g., 1st year Commerce student).
I am unhappy with my course and I am thinking about withdrawing. I am unfamiliar with the process and I have a few questions. Would you be able to give me some assistance or information relating to what my opinions are? If you’re available, I can meet you in person or arrange a phone call to discuss this further, or else I can ask you the questions in an email.
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern1000@universityofgalway.ie
1213141516 [11]
[10] universityofgalway.ie. 2022. Course Withdrawal – University of Galway. [online] Available at: <https://www.universityofgalway.ie/student-registry-helpdesk/our-services/coursewithdrawal/> [Accessed 10 March 2022].
[11] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Appeals
Note: If you are unhappy with a result, you may wish to appeal it. There are 2 grounds for an appeal. A fee of €60 per module and a maximum fee of €300 is required to appeal results. You will not be able to appeal an exam result until you have received your official transcript. There are 2 grounds for an appeal.
Ground A) If there is evidence of substantive irregularity in the conduct of the examination and/or the assessment process, or where a student presents evidence to support an assertion that the mark awarded was incorrect.
Ground B) If there are extenuating circumstances that impacted on the student’s exam or assessment performance of which the Examinations Board were not aware when making its decision: or, the Examination Board were aware of the circumstances, however were not aware of the impact of those circumstances on the student’s exam or assessment performance. If the extenuating circumstances had not been made known previously to the Dean of College as required at 4.2.1. QA235 Procedure for the Discussion Checking and Appeal of Examination Results, the appeal must include support explanation for the non-disclosure. Where medical evidence is being relied upon, appropriate certification by an Independent Medical Practitioner (excluding any Medical Practitioner who is a family member) should be attached.
You cannot submit an appeal unless you have set up a consultation with academic staff to discuss your results as per QA235 Procedure for the Discussion Checking and Appeal of Examination Results.
Email template to discuss results:
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: 1-1 Meeting/Appeal
Dear Professor/Dr/Ms/Mr _________,
My name is [full name] (e.g., Clodagh McGivern) and I am a [what year you’re in, what course you’re in] (e.g., 1st year Commerce student) in your [module code and name] (e.g., AY120 – Accounting) class.
I am unhappy with my exam results and I am thinking about appealing them. Would you be able to meet with me to discuss this matter further, as I would like to receive feedback on my performance?
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern1000@universityofgalway.ie
1213141516 [12]
[12] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Fees
Note: If you are having issues with fees, you can contact the fees office through email at fees@universityofgalway.ie or by telephone at +35391492386. The fees office is located on the ground floor of Áras Uí Chathail. The reception desk is open by appointment only. You must include your CAO / NUIG Student ID number. If you have to repeat the year due to medical reasons, you can get in contact with the Fees Office for a waiver. If you are having difficulties paying your fees, you can get in contact with the Fees Office and the Dean of Students Office and ask if you can pay your fees in instalments. [13]
Email template to discuss results:
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: Fees
To whom it may concern, my name is [full name] (e.g., Clodagh McGivern) and I am a [what year you’re in, what course you’re in] (e.g., 1st year Commerce student).
- I am having issues with my fees.
- I have a questions in relation to my fees.
Could I please make an appointment with you to discuss this matter further?
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern1000@universityofgalway.ie
1213141516 [14]
[13] universityofgalway.ie. 2022. Student fees – University of Galway. [online] Available at: <https://www.universityofgalway.ie/fees/> [Accessed 10 March 2022].
[14] universityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].
Registration
Note: You may have issues with registering for the year, registering for your modules, or you may need to get in contact with registration after taking a leave of absence (you must make contact with the Registration Office a minimum of 2 months before you return). [15]
Email template to discuss results:
To: _________@universityofgalway.ie
Cc: _________@universityofgalway.ie
Subject: Registration
To whom it may concern, my name is [full name] (e.g., Clodagh McGivern) and I am a [what year you’re in, what course you’re in] (e.g., 1st year Commerce student).
- I am having issues registering this year.
- I am having issues registering for the module _____ (e.g., AY120 – Accounting).
- I am returning from a leave of absence, I’m getting in contact with your office to notify you of my return.
Thank you for taking the time to read this email. I look forward to hearing back from you.
Yours sincerely,
Clodagh McGivern
c.mcgivern1000@universityofgalway.ie
1213141516 [16]
[15] universityofgalway.ie. 2022. Registration – University of Galway. [online] Available at: <https://www.universityofgalway.ie/registration/> [Accessed 10 March 2022].
[16] Nuniversityofgalway.ie. 2022. Communicating with Staff and Students – University of Galway. [online] Available at: <https://www.universityofgalway.ie/academic-skills/communicationskills/communicatingstaffstudents/> [Accessed 10 March 2022].