# How I use email templates as a professor >[!summary] Summary >I develop custom email templates and webpages that help me manage recurring email requests in my role as a professor at a primarily undergraduate institution. This helps me manage my inbox, create clear expectations for students, and keep track of all the requests so that I can do my job well. I explain why I use email templates, the general structure, and the templates I am currently using. ## Why develop email templates? It took me four years as a professor responding to the same types of emails over and over to finally make use to email templates. I am happy I did! Like every other professor I know, I am constantly struggling with email overload. I receive far more email than I can reply to, and I despite knowing this, I still feel guilty and inadequate when I am not able to respond to them all. Email templates aren't going to fix all my email problems, but they do make a difference. Email templates help me in three important ways: - give me a starting point instead of a blank page - ensure I am not forgetting any important information in my response - make it easier for me to respond in a timely manner During the quarter, I prioritize emails from students because facilitating their learning and success is the reason I came to this profession in the first place. Given the nature of my work, I get the same requests from students in my inbox over and over again, because I always have new students. ## What do I include in these email templates? My email templates have three components as appropriate: - relevant information described directly in the email - links to pages on my website with more detail than can fit in an email - how to schedule a follow up meeting with me (via Calendly) I like sharing [[career resources]] on my website and found that this is also a place I can easily direct students to. That way, the email remains brief and I have a place to expand upon any details and expectations. So far, there are two instances in which I regularly use email templates. Every time I use a template, I am satisfied with previous Yamina for making work easier for current Yamina. My goal for this upcoming quarter is to carefully observe the emails that I receive and ask myself whether I may benefit from developing a new email template. I will add new examples here as I develop them. ## Letters of Recommendation Serving as a reference and writing letters of recommendation is an important part of my job as a professor and I am happy to do it. I get a lot of requests and want to make sure that I am able to meet all the deadlines. To help me with this, I developed a page on my website that explains [[how to request a letter of recommendation]]. My goal is to create clear guidance so that students understand my expectations and to help me keep track. I then created the email template below that links to this webpage and use it to reply to student requests. >[!example] Example email template >Hello xxx,  > >Thanks for reaching out about this. I would be happy to serve as a reference or write a letter of recommendation. Please read my instructions for how to request a letter of recommendation and reply with the requested information: (link to webpage) > >Here is my contact information to serve as a reference: >(contact information) > >Please let me know if you have any questions. Good luck with your application! > >Dr. Pressler ## Declaring a minor I am the minor coordinator for the Land Rehabilitation and Restoration Ecology minor at my institution. There's a lot of interest in the minor (which is great!), and therefore I receive many emails from students asking questions about the minor. The email usually reads something like "I think I want to do this minor, what should I do next?" The email template includes the process for declaring the minor, relevant links to online forms, and how to schedule a meeting with me. I may add a webpage that further describes my role as a minor coordinator in the future. >[!example] Example email template >Hello xxx,  > >Thanks for reaching out about this. If you have any questions about the minor you can send them by email, come by my office hours (office hours time and location), or schedule a time to meet with me here: (link to Calendly) > >To declare the minor, you can use the form here (link to form). Please be sure you meet the entry requirements before declaring the minor (link to entry requirements). If you do not meet the entry requirements, I will not approve the minor declaration form.  > >Please let me know if you have any questions.  > >Dr. Pressler