At a Glance: Anatomy of an Effective Email to Your Child’s Teacher

At a Glance: Anatomy of an Effective Email to Your Child’s Teacher

Emailing your child’s teacher can be a great way to stay in touch and raise important issues. But there’s an art to writing a good email. The most effective ones tend to be short and to focus on facts rather than emotion. This guide breaks down key parts to include.

From: Jones@jones-mail.com

To: A_Griffin@KSOD.edu
The Teacher’s Email
Double-check the teacher’s email address to make sure your message gets to the right place.

CC: Case_Manager@KSOD.edu
CC’ing Other People
It’s a good idea to CC your child’s case manager or 504 coordinator if you’re writing about an issue that involves your child’s IEP or 504 plan. But think carefully about whether to CC the principal. Sending a copy to the teacher’s boss will turn a casual message into something very serious. If you’re writing about a major issue, you may want to read about dispute resolution first.

Subject: Kevin Jones, 7th Grade Science: Today’s Quiz
Subject Line
Teachers get dozens of emails from parents each week. Using a clear subject line will help make sure your message doesn’t get lost in the shuffle. Consider including your child’s name and a few words about the reason you’re writing.

Dear Ms. Griffin,
Greeting
Use a polite greeting and refer to the teacher in the same way your child does.

This is Andrea Jones, Kevin’s mother. Kevin is in your 7th grade science class.
Introduction
Even if you’ve met the teacher in person, say who you are and which class your child is in.

The new school year is off to a great start, and Kevin is really enjoying discussions in your class.
Positive Statement(Optional)
If possible, try to start with a positive (and true!) statement about your child’s experience with the teacher. This can help set the tone of wanting to work together to solve a problem.

But today, when Kevin came home from school, he was very upset. He told me another student accused him of cheating on a quiz because he was using his text-to-speech accommodation. He also said that after the quiz, you took away his phone. Text-to-speech is essential for Kevin’s success in school. So I am encouraging him to use his self-advocacy skills and speak with you tomorrow about what’s in his IEP and why he needs this particular accommodation.
Brief Statement of the Issue
Aim for short emails. Raise your concerns without being confrontational. If you are bringing up a serious issue, use email to briefly describe your concerns and ask for more information or a meeting. Be respectful and calm. Focus on what you know rather than what you think the teacher should do.

I would also like to touch base with you soon to get a clearer sense of what happened today in class.
Request for Information
(If Needed)
After stating the issue, ask for more information. Keep in mind that you may not have all the facts yet.

Would it be possible to meet and talk about this,
in person or by phone? I’m free this week any
time after 1 pm on Wednesday or Thursday.
Request for a Meeting (If Needed)
Because it’s hard to get the tone right, email is often not the best way to resolve issues. Instead, ask to meet in person or to talk on the phone and include some times when you’re available.

Thank you for taking the time to answer my email, and I look forward to speaking with you.
Polite Ending
Aim to end your email on a positive or at least neutral note. Thanking the teacher for her time can help keep the overall emphasis of the email on working together to solve the problem.

Sincerely,

Andrea Jones
cell: 212-555-4567
Signature Line
Include your full name and your phone number.