I know exactly how nervous that moment feels — you’re sitting in front of the computer wondering how to email your clinical instructor before fieldwork. What if you say something dumb, or your email sounds unprofessional? What if they think your email is poorly written and don’t respond?
I’ve been on both sides — as a nervous OT student emailing my clinical instructors, and as an OTA clinical instructor receiving messages from students about to start their fieldwork under my supervision.
In this guide, I walk you through exactly how to email your clinical instructor before fieldwork — whether you’re an OT, OTA, PT, PTA, or SLP student — and what clinical instructors are looking for in a student email.
Why Your Email Matters More Than You Think
When I was a CI, each student’s email was a small window into their world — their motivation, their respect, and their readiness. And I can tell you, the emails I remember most were the ones that showed courage.
That first email is your first handshake — your chance to say “I am here. I want to learn. Please help me grow.” And I promise you, your CI wants to hear that.
What I Wish Every Student of Mine Included in Their First Email
When I read your first email, here’s what I hope to learn about you:
- Who you are: Your full name, your program, and your story in brief.
- When and where you’re starting: So I can plan and prepare.
- Your eagerness to learn: I can pick from the email how eager you are; trust me.
- Questions or concerns: It shows you care and want to be ready.
- How to reach you: Because sometimes things change, and we need to connect fast.
Common Mistakes to Avoid When You Email Your Clinical Instructor Before Fieldwork
❌ Being too casual — e.g., “Hey! super excited to work w u:)”
❌ Sending a long email — Your message should be no longer than a small paragraph. Anything longer and your CI will start skipping words.
❌ Missing grammar/spelling issues — I am talking about really bad grammar that shows no effort.
❌ Not identifying yourself clearly — Include first and last name.
What to Do If Your CI Doesn’t Respond
If you don’t hear back after a few days, don’t panic — CIs often juggle a full patient load and may not check email frequently.
Wait at least 3 to 5 business days before sending a follow-up.
If your start date is close and you still haven’t heard back, contact your academic fieldwork coordinator for guidance. They will tell you how to proceed.
What you shouldn’t do is fail to contact your academic fieldwork coordinator about the issue and then show up at your placement without confirmation.
Here’s a Template on How to Email Your Clinical Instructor Before Fieldwork (And You Can’t Go Wrong With It) 👌
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Dear [Clinical Instructor’s Name],
My name is [Your Full Name], and I am a [Your Discipline] student at [Your School]. I am very excited to begin my fieldwork placement at [Facility Name] from [Start Date] to [End Date], and I wanted to introduce myself ahead of time.
Please let me know if there are any forms, documents, or preparations I should complete before my first day. Additionally, if there are any specific expectations regarding dress code, parking, or arrival time, I would appreciate your guidance.
Thank you for your time and for the opportunity to be at your site. I look forward to learning from you and working alongside your team.
Best regards,
[Your Full Name]
[Phone Number]
[Email Address]
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Here’s why you can’t go wrong with this template:
✅ It’s about 120 words, which is ideal for holding your CI’s attention.
✅ The tone of the email sounds clear, polite, and professional.
✅ It makes you sound organized and proactive.
Hitting “send” on that first email might feel intimidating, but it’s a small step that sets the tone for a great fieldwork experience. Be respectful, be clear, and be yourself — your clinical instructor will appreciate it.
You’ve got this!
Related FAQs:
How to Handle a Toxic Clinical Instructor