Students often experience anxiety when it comes to emailing a professor. Some questions students have include the following: How formal should I be? Does it sound rude if I am direct? How should I address her or him?
The good news is that if you avoid just a few simple email etiquette mistakes, you will write an appropriate and effective email to your professor every time.
1. Don’t greet a professor like you would greet a friend
It is better to lean toward formal rather than informal when you address a professor. Use the professor’s title and last name with an appropriate greeting.
Not appropriate:
- Hey Professor D.
- What up Dr. F,
- Hi (first name),
Appropriate:
- Hello Professor Danger,
- Dr. Francisco,
- Hi Professor Schmidt,
2. Don’t ask questions your professor has already answered
Make sure to check the course syllabus to see if the question you have may have already been answered. Also, make sure you know when your professor’s office hours are so you can suggest a time to meet when you know he or she is available.
Not appropriate:
- How much of our final grade is the final exam worth? And when is the final paper due?
- When is a good time to meet with you this week?
Appropriate:
- I see on the syllabus that the final paper is due next week. However, I cannot find how to submit it. Do you want it emailed to you or printed out and brought to class?
- Can I come to your office hours tomorrow at 1pm to meet with you about __________?
3. Don’t be too wordy or too personal
You don’t need to write your professor a whole story to ask them the question or tell them the issue you may have. Use fewer words and explain the general background of your situation, without getting into details that may be too personal.
Not appropriate:
- Last night I started not feeling well, then I thought at one point I was going to throw up but I didn’t, but then this morning when I woke up I still felt really sick so I am not going to class.
- I really need to postpone taking the test. My mom just found out she has thyroid cancer, which has been causing her intense pain, not to mention her heavy weight. She is having surgery, so I need to be with her.
Appropriate:
- I am not feeling well, and don’t think I should come to class. I will get the notes and assignments I miss from John.
- My mom is having emergency surgery, and I really feel that I need to be with her at this time. Is it possible to postpone taking the test? I will stop by your office hours on Wednesday to talk further with you. Is 9:30 okay?
4. Don’t be rude
Even if you are frustrated with your professor, you should not take an aggressive tone in your email. Simply state what your concern is and ask to meet in person to talk about the issue.
Not appropriate:
- Since you never responded to my last email, I decided to email you again because I really need an answer to my question about the class.
- I don’t understand how I got a 65 on my assignment when I did everything you asked. Please explain it to me so I can raise my grade.
Appropriate:
- I am anxious to get my question answered about the class because it is time-sensitive, and I was hoping you would have time to help me figure it out. Could I meet with you after class or during your office hours this week to discuss it further?
- I am a bit confused why I received the grade I did on my last assignment. Is it okay if I stop by during your office hours next week to discuss this?
5. Don’t make common grammar, spelling, or punctuation mistakes
Double-check your email for small mistakes like misspelled words, subject-verb agreement, and other common errors. You can even copy and paste your email into Grammarly to check for any potential errors.
Not appropriate:
- Im worried about the people in my group project cuz their lazy and haven’t done anyhing.
- These grades in Blackboard is wrong and I need you to fix that
Appropriate:
- I am concerned about the progress of our group project. My project partners have been resistant to helping me with the project despite my best efforts to involve them. Do you have any suggestions to resolve this situation?
- I am confused about the grades you recently entered in Blackboard. I would like to discuss this with you, but, unfortunately, I am not available during your office hours. Are you available at all between 1-3pm on Tuesday or Thursday?
6. Don’t forget to sign off
Don’t end the email abruptly, but sign it with a kind farewell and your name. Try to always thank your professor before you end it as well.
Not appropriate:
- (Name) out
- [No ending]
- Byeeeeee
Appropriate:
- Sincerely, (Name)
- Thank you, (Name)
- See you next time! (Name)
By avoiding these mistakes, you can be worry-free and email any professor in an appropriate and professional way. Happy emailing!