Emails to a professor — especially when referring to academic topics — need to be appropriate, clear, and professional. Your Request Properly Phrasing an Email to your Professor Can Make a Real Difference From asking for advice to seeking help, to submitting work, this guide will show you how to write your email in a way that is impactful and polite.
You always email in school or university mail, talking to a professor. This will help identify your email as important. Private email addresses — especially those with silly usernames or handles from the past — do not convey the professional image desired for academia.
When you write to your professor, it is clear that the first thing he gets from you for example in his email are the so-called subject line. It should very briefly state what the aim of the email is. With the right subject line, not only will your professor know how important and urgent your email is, but they will also give it priority over any other emails in their inbox.
Use a proper greeting
Respect your professor unless proven otherwise Use their title, if they have one (Dr., Professor) For instance:
Use last names unless the professor stated it is okay to call him by his first name. If you have a formal greeting at the top of your email, it is already setting the stage for how the remainder of your email will be received.
For such professors, if you do not know me very good or they are handling multiple courses, add a brief introduction at the beginning of your email. Please tell me what class/course or any background information.
I am [Student Name] and taking your class [Course Name].
This is an introduction the professor can use to put you perspective, especially if they have a number of students that they are dealing with.
Clearly communicate the purpose of your email
Be concise in your email body after the introduction. Fortunately professors are busy so just be direct. Tell them what you are asking or explaining and organize your email adhering to the outline!
Subject: extension for the next essay due to personal issues
I have a querry about the lecture on [Topic] so please help me to clarify it.
Vague requests delay the response and lead to misunderstandings.
Any professor will appreciate respect and gratitude for the positive relationship between you two.
If your email requires any response/action from the professor, provide all details so they can reply in full. This can involve your course materials, deadlines or additional documents you are adding.
As an example, whilst looking for feedback a few assignment, it could be;
Find attached the file for your perusal. Please tell me if i have to modify something.
Conclude your email with a nice and respectful closing line then professionally sign off. ClosingLines_faved
Next write your FULL name and, if relevant, your Student ID.
Always read your email through before sending it to make sure that there are no typos, grammatical errors or any unclear points. Avoid anger, but take in all relevant information. On the other hand, an email that is well-proofed indicates professionalism and attentiveness.
Keep in mind that professors are usually very busy, so be sure to give them enough time to get back with you. If you are asking for a meeting, or an extension of your deadline, its a good idea to give them ample notice by sending your email well in advance. They could be less willing to accommodate last-minute requests.
Students may be understandably anxious about it and those guidelines can help with making sure you politely, concisely, and professionally communicate to a professor over email. Keep in mind that the form of your email says a lot about your professionalism and can influence whether or not your request will be granted. Above everything else, you need to be courteous and compose that message in an efficient, well-thought out and structured manner. This, of course, will come with practice.
