How to Write an Email to Your Professor

We send and receive emails all the time so emailing a professor may seem to be a straightforward task. However, an email to your professor must be different from that written to a family member or friend. You need to follow certain rules of professional etiquette so emailing your professor for the first time may be especially stressful. We hope that these tips from writers-house.com will help you write a proper email and get an answer.

The Salutation

Begin your email with “Hello” or “Dear.” This is a rule of etiquette and all professional emails must start with these words. “Hi” or “Hey” are too informal and casual.

The Title and Name

Follow the salutation with your professor’s title and name. Even though such an approach may seem too formal and boring, the truth is that it allows you to show respect to your professor’s professionalism. If you forget about the title or, even worse, use the wrong one, your professor may feel offended. Most often, professors are addressed as “Doctor” or “Professor.” After this, include their last name, and make sure that you spell it correctly.

Context

Most professors have dozens or hundreds of students so you must provide the context to help your professor understand your question and answer it. The context is especially important if it’s your first email. Tell your professor which class you’re in and when your class meets. We suggest that you don’t include this part only if you’re 100% sure that the professor knows you by name.

Be Concise

Any professor receives tons of emails so make sure that your request is clear and straightforward. Don’t force your professor to read it again and again, trying to figure out what you’re asking for. You can also help your professor and minimize the number of unnecessary emails if you tell them what steps you’ve already taken to get what you want. For example, you must check the syllabus before emailing your professor, and you can also talk to the TA or your classmates.

Sign Off

Your email should end with a sign-off and your name. We suggest that you choose a simple “Best,” “Thanks,” or “Cheers.” If your email address doesn’t contain your full name, make sure to include your first and last name in the sign-off. This way, it will be easier for the professor to find you in the system.

Write a Clear Subject Line

Your email must have a subject line. Not only does it help your professor understand what your email is about, but it also prevents your email from being filtered as spam. Make your subject line clear and simple, and don’t forget that it must reflect the content. For example, your subject line might say “Meeting request” or “Question about […] assignment.”

Be Professional

Professors and students have professional relationships, and your email must be written accordingly. Thus, spell all words fully and check your grammar, including punctuation and capitalization. Avoid emojis and any informal expressions that are used in spoken conversations between you and your friends. Make sure to check your email for typos before you send it.

We also recommend that you don’t provide unnecessary information. For example, there’s no need to explain why you’ve missed a class because in this case, your reasons are not really important. Your personal life also has nothing to do with the professional relationships between your professor and you.

Use Your University Email Address

Your email will look more professional if you send it from your university email address. This way, you’ll also make sure that your email won’t be filtered by the university’s spam filter. When your professor sees an email from the university address, it’s also a signal to take this email more seriously.