Sending an email to your professor can be a scary business, especially if you are asking them about academics or clarifying the course content. Keep in mind that professors are people too and that they also have a lot on their plates, so a well-written email which is both clear, concise, and respectful goes a long way.
Say no to personal, casual email addresses. It should be with your university email, or quintessentially professional account that involves your real name.
Write a clear subject line
Subject Line — It is your first impression, that directly tells the professor about the email. The theme should be known, brief, and relate to the point which you want to refer.
You should always address your professor with respect: Dr., Professor, or Mr./Ms. Do not start with something excessively informal like Hey or Hi Prof. The correct way to open:
Check the course syllabus or university website to confirm if you are unsure of their title.
If you have never emailed the professor before, or if you are in a class of 500 students and haven’t yet stood out to your teacher, it is important that you identify yourself. Include your name, the class you have with them, and any context that makes sense.
And believe me, the professors appreciate straight-to-the-point emails. Say What the Email Is About After Your Introduction You are either asking a question, booking an appointment, or looking for advice so cut to the chase.
For assignment, reading and lecture-based emails include the name of the course and description to place your email in context for the professor. For instance, you can link to the title of an assignment or the date of a lecture; perhaps even mention the number of some question.
Keep a polite and respectful tone from the beginning to end of your email. Whether or not you are offended/angry at a grade or other issue, deliver this calm and professional , Don’t use all caps, exclamation points or overly emotional language.
For instance: “Can you explain the last piece of feedback you gave for my previous assignment? I want to make sure I will know better next time.
If you are asking for a meeting, propose some general times when you are open and ask whether the professor has office hours or prefers certain days/times for student meetings. For example, a student would write that they are available on any day and time from 9–5pm which could help the professor schedule your interview more efficiently.
Proofread before sending
Be sure to proofread your email before hitting “send.” Esure to be polite, no grammatical errors, clear content. A properly written email will look good on you as a student and that you take your communication seriously.
I am there Tue, Thur PM your time — will you let me in? If that works for you, let me know, and, if not, suggest another time instead.
Be brief: Professors get a ton of emails every day! It will help to make your email as concise and clear as possible.
Respectful as ever: Never include disrespectful or paradoxical language.
Format: The structure of your email demonstrates professionalism and readability for your professor.
By following these steps, you can craft an email message that others will remember.