While it may seem like a no-brainer to “count” the emails you send as very important pieces of writing, things like purpose, tone, and punctuation matter significantly when crafting email correspondence. Even the subject matter, flow, and having audience awareness matter, much like they would when writing an academic paper!
Here are a few things to keep in mind when emailing an instructor/professor. Don’t forget to use the
checklist below before hitting ‘Send!’
Before Getting Started
- If possible, email your instructor/professor from your official university email. That official university email clearly identifies you by the same name as course rosters, making it easier to figure out who sent the email. This is especially helpful early in the semester, when names might be harder to match to faces.
- If you have a question about the course, an assignment, due dates, etc., be sure to check the course syllabus, assignment prompt, and/or other resources (like a course website or Canvas) before sending an email. If you still can’t find what you’re looking for, mention that you looked through the syllabus/other course materials (and perhaps even acknowledge that you might have just missed it), and that you can’t find an answer to your question/concern.
- Check to see if your instructor/professor has a policy about when they will respond to emails. This doesn’t mean that you can’t send an email whenever you need, but keep in mind if your instructor has said in a syllabus or in class that they won’t respond to emails after 6 pm, don’t expect a response during that time.
Helpful Hint! If possible, email your instructor/professor BEFORE a problem comes up, rather than during. It’s much easier to make arrangements or talk through problems in an assignment if you let your instructor/professor know a week, or even an hour ahead of time, rather than five minutes before the assignment is due!
Crafting the Email
Email Structure
- The email structure when emailing a professor should look, for the most part, like a letter. This means it should have a salutation (an opening), a body (the content of your email), and a closing (a sign off).
- If this is your first time emailing the professor, be sure to fully introduce yourself by your preferred name, student ID number, including what class you are in, and what section.
- Always use a salutation/opening with at least the first email in a thread and never assume formality with a name. Only address an instructor/professor by their preferred title and name, and if you don’t know their preferred title and name, use a default, like Dear [Full Name], or at the very least, [Title (i.e., Dr., Professor, Instructor)] [Last Name].
Content
- Be as clear as you possibly can about why you’re emailing your professor as simply and briefly as you can. Do not write a long email if you can avoid it. Remember that your instructor might be responding to dozens of emails a day (not including emails they have to send themselves), so try to keep it as short and to the point as possible without sounding too informal or rude.
- Be careful not to overshare or over-explain; most professors will believe you if you say that you’re sick or that it just wasn’t possible to make it to class that day, with no further explanation needed. Similarly, don’t feel the need to apologize more than once (if an apology is appropriate! ex: Sorry that I missed class today…). Remember that answering your questions and responding to your concerns is part of their job.
- If the reason you’re writing the instructor/professor is time-sensitive, it’s good to let them know that as politely as you can. For example, if you would like a letter of recommendation, “It would be great to have it by X/X/XXXX in order to get it in by the deadline.” However, be sure to give an instructor/professor enough time to respond without being rushed or feeling pressured!
Helpful Hint! Make sure to email instructors at least 2 weeks ahead of a due date if you’re asking them for materials or documents like a letter of recommendation.
Closing
Always have some kind of closing. Great options include, “Sincerely,” or “Best”. It also never hurts to thank someone again for taking the time to help you out, especially if they’re not currently an instructor/professor for one of your classes, or if you’re asking for a favor they aren’t obligated to do.
Email Etiquette Checklist
Did you:
- Use a subject line that clearly and briefly identifies what the email is about?
- Include some kind of greeting?
- Identify the instructorby preferred title and name?
- Check course syllabus and resources to see if you could solve your problem through those?
- Introduce yourself, if this is your first time emailing an instructor?
- Clearly and briefly describe your question, concern, or reason for emailing in the first couple lines of the email?
- Explain the situation quickly without oversharing/overexplaining?
- Identify a time you need to hear back by, if email is time-sensitive?
- Include some kind of closing and thank the instructor for their help?
Example
Subject Line: “Question regarding the due date for the midterm assignment”
Hello [Dr…],
I’m emailing you because I had a question about the due date for our midterm assignment. I was looking through the syllabus and other course materials, but I have not been able to find it. I might have missed it in our materials, but I thought it pertinent to email you since the end of the quarter is a few short weeks away.
Sincerely,
[Your Full Name]
If you’re writing an email to someone other than your instructor, many of the tips above can be used when writing any professional email. Here are some ways to adjust your email accordingly and some final tips before sending!
- While many emails will have a similar structure, you’ll want to recognize that you’ll have to
approach each email differently, depending on the reason for the email, your relationship with/to
the recipient, and your previous contact with them. - Never assume the gender of an instructor or recipient, regardless of their name, unless
you’ve been explicitly invited to address them as Mr./Ms./Mrs. [Name]. - Always use a subject line, and be sure to explicitly state the reason for the email. For example: “Missing class on Thursday, October 13th” or “Question regarding my thesis for the essay due Friday, September 24th.”
- Don’t flag an email as important in the subject line unless it’s an email that needs to be responded to as soon as possible.