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Emailing a teacher is a skill that can make or break communication in school.
Done well, it can help students get:
clarification,
build stronger relationships,
and develop independence.
Done poorly, it can create frustration and delays.
This is an essential lesson for students, but it’s also something teachers can explicitly teach—especially special education and general education teachers who want to help students build executive function skills.
Learning to email effectively teaches students planning, organization, self-advocacy, and problem-solving skills that will serve them well in school and beyond. These are also known as executive function skills.
I’ll walk you through my PING Method, a structured approach that ensures students communicate clearly, engage teachers effectively, and get the help they need.
Here's how 👇
Why Learning to Email a Teacher Matters
Teachers can receive hundreds of emails every week, many of which are unclear, too long, or overly demanding.
When an email is hard to understand, teachers might delay responding or miss it altogether.
For students, knowing how to write an email that is concise, professional, and proactive helps them:
• Get their questions answered without back-and-forth confusion
• Show responsibility and respect for the teacher’s time
• Avoid frustration when they don’t receive a response
• Develop executive function skills like self-advocacy and planning
For teachers, this is a great lesson to teach students, as it encourages independent problem-solving and reduces the number of unclear, unhelpful emails they receive.
Common Mistakes That Make Teachers Ignore Emails
Here’s why some emails don’t get a response:
Vague or Unclear Subject Lines
A subject line like “Question” or “Help” doesn’t tell the teacher what the email is about.
Expecting the Teacher to Do All the Thinking
Some students don’t plan ahead before emailing.
Instead, they ask the teacher to figure everything out for them, acting as their frontal lobe.
Students should propose a plan or at least show they have put in some effort before reaching out.
Unclear or Demanding Tone
Emails that feel like a command (“Fix this now”) or too vague (“I don’t know what to do”) are harder to respond to.
A good email is short, specific, and proactive. Use the PING Method to make sure your email gets read and answered.
The PING Method for Writing an Effective Email
The PING Method is a simple way to structure an email that makes it easy for teachers to respond.
I have taught this method to hundreds of executive function coaches through my certification program, and in workshops for special educators.
Step 1: Pleasant Introduction
Start with a warm but professional greeting that reminds the teacher who you are.
✅ Example Opening:
“Hi Ms. Garcia,
I hope you’re doing well. I’m Alex Chen from your 2nd-period history class, and I have a question about the homework due tomorrow.”
This sets a positive tone and makes your email feel like a conversation, not a demand.
Step 2: Inquire About Your Needs
State clearly and concisely what you need help with. Avoid long explanations—get straight to the point.
✅ Example:
“I checked the assignment sheet and am unsure how to approach question #4. Could you clarify what you mean by ‘main argument’?”
If a student hasn’t checked available resources, this is where they should do their part before emailing.
If they’ve already tried to solve the problem, they can mention that:
“I checked my notes, but I’m still confused about question #4.”
This shows initiative and reduces unnecessary back-and-forth emails.
Step 3: Negotiate Your Needs
Instead of asking the teacher to figure everything out, propose a possible plan or ask a clear, single question.
✅ Example:
“Would it be okay if I turned in this assignment 1 day after the deadline so I can get help during your office hours?”
This makes it easier for the teacher to say yes rather than having to create a solution for you.
If a student is emailing about a missed assignment or deadline, they should offer a possible solution rather than just stating the problem.
✅ Example:
“I missed class on Tuesday. I’ve reviewed the notes and the slides—would it be possible to turn in the homework by Friday instead of Thursday?”
Step 4: Gratefully Sign Off
Always end with a polite closing to show appreciation.
Teachers are more likely to help students who show gratitude and respect.
✅ Good Closing:
“Thank you for your time—I really appreciate your help!
Best,
Alex Chen”
❌ Bad Closing:
“Sent from my iPhone”
“Get back to me ASAP.”
A thoughtful sign-off makes a difference.
The Bottom Line
To email a teacher effectively, follow the PING Method:
1. Pleasant Introduction
2. Inquire About Your Needs
3. Negotiate Your Needs
4. Gratefully Sign Off
Hope this helps 🤙🏻
P.S. If you want to work on executive function skills with your students, consider joining hundreds of other educators and parents who have completed my Semester Success Blueprint Course. In less than 2 hours, this comprehensive course will teach you and your student the system I developed to help hundreds of students learn how to manage school effectively and raise their self-awareness and engagement with school.
About Me
Hey! I'm Sean 👋
I'm a former public school special education teacher who realized that executive function skills are more important than knowing when George Washington crossed the Potomac.
Since then, I've made it my mission to teach anyone who will listen about how to develop these key life skills.
In 2020, I founded Executive Function Specialists to ensure all students with ADHD and Autism have access to high-quality online executive function coaching services. We offer online EF coaching and courses to help students and families.
Realizing I could only reach so many people through coaching, in 2021 I started the Executive Function Coaching Academy which trains schools, educators, and individuals to learn the key strategies to improve executive function skills for students.
In 2023, I co-founded of UpSkill Specialists, to provide neurodivergent adults with high-quality executive function coaching services.
When not pursuing my passions through work, I love spending time with my family, getting exercise, and growing my brain through reading. You can connect with me on LinkedIn.