Writing emails to university staff, landlords and companies

Emails are how most official business happens at university and with landlords and companies. A clear, polite email with the right details gets a faster, better answer and gives you a written record.

Before you write

• Check whether the answer already exists: course handbook, syllabus, learning platform or FAQ page; the University of Melbourne and University of Toronto both advise checking first.
• Send university emails from your university account; Melbourne notes personal addresses may be filtered as spam.
• Find the right person: a module question goes to the module leader or tutor, an accommodation issue to the accommodation office, not to everyone at once.
• Decide exactly what you want from the reader: an answer, a meeting, an extension, a repair or a refund.

The structure that works

• Subject line: specific and short, with a code or reference, for example 'BIO100: question about lab report deadline' or 'Flat 4B: boiler not working, reported 10 Oct'.
• Greeting: 'Dear Dr Patel' or 'Hello Professor Lee'; Melbourne advises avoiding 'Hey' and checking the person's correct title and spelling.
• First line: who you are, for example 'I am a first-year student in your Tuesday seminar group.'
• Body: one short paragraph per idea, with dates and details, then your clear request.
• Sign-off: 'Kind regards' or 'Best wishes', your full name and, for university, your student number, as the University of Toronto suggests.

Template: email to a lecturer

• Subject: 'ECON101: request to meet about essay feedback'.
• 'Dear Dr Hassan, I am a first-year student in your Thursday 10am seminar. I have read the feedback on my essay and would like to understand how to improve my use of evidence. Would you have 15 minutes in your office hours next week? Kind regards, Layla Nasser, student number 2301847.'
• Keep it to a few short paragraphs at most; staff may teach hundreds of students.
• Do not resend after a few hours; Toronto notes not to worry about the lack of an immediate reply, especially for emails sent late at night or at weekends.

Template: email to a landlord or accommodation office

• Subject: 'Flat 4B, 12 Park Road: repair needed to heating'.
• 'Dear Mr Clarke, I am writing to report that the heating in flat 4B has not worked since Sunday 11 October. I have tried resetting the thermostat. Please could you arrange a repair? I am available on weekdays after 3pm. I have attached two photos. Kind regards, Yousef Ali, 07xxx xxxxxx.'
• Include the address, what is wrong, since when, what you have already tried, your availability and photos.
• Keep a copy of the email and any reply (see lesson gt-07).

Template: email to a company

• Subject: 'Order 55821: item arrived damaged'.
• Include your name, address and contact number, your account or order number and the key details, as Citizens Advice lists for disputing a bill in writing.
• 'Dear Customer Services, my order 55821 arrived on 9 October with a cracked screen (photos attached). Please could you arrange a replacement or refund? I would be grateful for a reply within 7 days.'
• Stay calm and factual; StepChange advises keeping complaints simple and clear and taking time to calm down if you are upset.
• Proofread before sending, check attachments are actually attached, and read it once as if you were the recipient.