I look forward to hearing from you.Best regards, Chantal JonesPolitical Science, Class of 20xx. Reach out, respond promptly, and remember to keep your emails short, specific, and courteous. Because of a family emergency, I will be away from campus all of next week. While professors across the world may stand divided in opinion, they unite on one common ground: finding emails from students annoying. You can send a follow up email, or you can stop by in person during the professor’s office hours to introduce yourself and ask if you can set up a time to meet later. If your email pertains to a class, include the class number and section in the subject line. THE EMAIL: Step 1. Especially if you are working with faculty on tangible outcomes (for example, an honors thesis or poster presentation), it’s a good idea to explicitly discuss communication preferences. If you haven’t had that conversation yet, the purpose of your email should be about finding a time to talk. Refer to your tutor with proper credentials. Whether you're writing a professor to ask for an extension or to look for a research opportunity, your emails to faculty members should be clear, polite, and to the point. When you show up, you open the door to two-way communication and you can get into the details of your situation. For example: Dear Professor So-and-So, Likely impact: Most likely someone will read this email and it will likely be the actual professor. Sample Email Professor About a Question. Emails are meant to be short-form communication. If the purpose of your email is to make a request, note that larger requests should be preceded by a conversation with your professor (e.g., you’d like them to write you a letter of recommendation or you’d like them to be your thesis advisor). Students often tell us that they worry about how to address an e-mail message to a professor – especially one whom they don't know. “Sincerely” is a good option for more formal situations, while “Best” or “Regards” is slightly less formal than “Best regards.”. Use professional fonts. Does this professor respond to emails quickly or is it better to call or stop by office hours for quick responses? I know you have done extensive research in this area, and I think meeting with you before I start my thesis would help me get started in the right direction. Ask specifically for whatever allowance you're seeking (for example, an extension on a paper, or an alternate exam time). In Charlotte Perkins Gilman's "The Yellow Wallpaper," the ending can be interpreted in different ways, correct? If so, usually you can get more info on the spot. “Good morning Professor/Dr.X” “Dear…” Do not use “hey”, or “hi” Address your professor … Even if no follow up is required, a short “Thank you. Don’t communicate with your embarrassing “harrystyles_luvr13xx” email address from the middle school; Make the subject line clear. Explain why you’re emailing them about THEIR research: State your names, student ID number, class, and section if applicable. If you only send an email, it’s a lot easier for someone to reject a request. For topics that are sensitive in nature (e.g., grades or a late paper), mention the topic you’d like to discuss in your email (or when you check-in after class) and ask for a time that you could talk in person. Reserve the term “urgent” for “urgent” situations (i.e., you broke your foot four hours before the exam and you’re stuck at the hospital). Your email should focus on a specific item, such as setting up a time to meet or informing your professor of an upcoming absence. Example of emails sent to a professor before applying: Fwd: Prospective Graduate Student Dr. Kornbluth, I am a senior biology major at the University of Notre Dame. I’m Jane, a prospective X major particularly interested in Y. I am writing you because I noticed that you teach classes in Y/ I read your paper on Y/ the Student Services Officer in your department suggested I reach out to you. I appreciate your reply” or “Thank you for your help” can go a long way. Latest information about COVID-19 (Health Alerts), Academics & Support Info for Faculty (Teaching Commons). How to E-mail Your Professor . Jane Student. The following is a guide on how to write an email to a professor. So if you do need to email a professor last-minute to get this letter of recommendation, then you … [last name]” only if you know that’s what they prefer.). You have a .edu email address for a reason! And if so, when are they? Propeller Collective official team account! Subject: ENG331: Question about class material. ), professional relationship with your professor. Can you check-in with your professor after class or during office hours? Answer these questions to select a proper email greeting: Free resources & advice for first generation and limited-income college students. If you sent an email to your professor about a class-related issue, send a follow-up email in 2 business days (for example, if you sent an email Monday morning, follow up Wednesday morning). I am a student in your Introduction to Political Science class (POL101). 590 Escondido Mall Stanford, CA 94305-3082. Check the syllabus for the answer first. If you're emailing a professor for the first time, it's better to err on the side of being too formal rather than too casual. © Stanford University, Stanford, California 94305. Could I come by your office hours? Address your recipient by title and last name (, Use full sentences and proper grammar, avoiding slang and emojis, End with a concluding phrase and your name (. Here’s how to start an email to a professor: Dear Professor [Last Name], Start your email to a professor with an appropriate and respectful salutation. Your prof might get 25 or 30 E-mails a day, so, it's best if you ask your questions in as focused and succinct a way as possible. Check out the syllabus, ask Google, see if you can get more info from other students in class, and talk to your teaching assistant at section before reaching out. What’s the reason for your email? Always address your professor as “Professor [Last Name]” and start your emails with “Dear Professor [Last Name]”. Usually our success rate is 20% with reaching out to professors and them responding, so do not be discouraged. It usually takes a few weeks to organize such an internship and it might be unpaid. How long should you wait before following up? Mention how they know you or how you know them. In certain cases, there may be department policies or other logistical challenges that prevent an instructor from giving you the allowances you seek. This line is especially important for large introductory-level courses or if you’re emailing a professor you haven’t met personally. Maybe you've been sick and have been missing class, or maybe you're dealing with an unexpected emergency. Take this opportunity seriously. Briefly explain your situation-- you don't have to give details if it makes you uncomfortable. Always address your professor as “Professor [Last Name]” and start your emails with “Dear Professor [Last Name]” Double-check your grammar, punctuation, and spelling. Don’t email a professor and give them a due date that’s very close while sounding demanding. Here are some questions you might consider when thinking about a professor’s communication style: Regardless of your mentor’s style, it will benefit you to be the active, responsible party in organizing one-on-one communication. Most professors are pressed for time. Your professors appreciate a prompt reply just as much as you do. Most email services have built-in spell check, but if yours doesn’t, you can spell check for free in a new browser window with the Hemingway Editor. Template tips: Have a clear, and concise subject line. … What is polite and respectful for your university professor, can make you sound stiff and old fashioned for your fellow coworkers. If you need to meet with your professor again, ask him or her if you can set up another appointment, following the suggestions above. You’re asking for your professor’s time, so your email should reflect a tone of gratitude. Whatever your circumstances, it's best to inform your instructors of your situation as soon as you can and ask if they can make allowances for you in accordance with their class and departmental policies. If you don’t hear back from your professor, it’s a good idea to follow up. Would you be available for a short meeting next week? Follow these rules of basic email etiquette: Long emails often get ignored until the recipient has time to deal with them, and faculty are extremely busy. In just a sentence or two, you should mention your name, year, and major. Pay your professor a visit or two, just to talk. If you sent an email to your professor that’s not about a class-related issue, or it was addressed to a professor you don’t know personally, send a follow-up email in 3-4 business days. Don’t use emoticons, slang, or abbreviations. As a college student, sending an email to your professor can be stressful if you’re not sure what to say or how to phrase your request, but we’ve got you covered! Tips on Writing Letter to Professor about Changing Grades Be polite, precise and brief. Start your sign-off with “I look forward to hearing from you” or “I look forward to your reply.”, Follow that up with “Best regards.” A Propeller Collective favorite, “Best regards” has just the right amount of formality. Above all, your message should be easily readable. Professors typically receive 100+ emails each day. The professor might be particularly busy that week, or out of town, or simply missed your message in a flood of other emails. Sometimes it takes weeks for them to respond. Below are suggestions that answer concerns we've heard not just from students, but from professors. Sincerely, A popular sign-off that we do not recommend: Don’t sign off with “Thanks” or “Thank you!” Premature gratitude can make it seem like you’re making a demand and that you’re not actually grateful. Thank you for your consideration, and I look forward to hearing back from you. From PhD to Professor: Advice for Landing Your First… | The Muse Is there a line that could be interpreted the wrong way? Propeller Collective is your college mentor + community! If the professor doesn’t respond, don’t lose hope! If a faculty member asks you for something that will take some time (for example, a report on your progress in the lab), reply quickly to confirm that you’re working on the task and provide a timeline for completion. Double-check their name before sending an email and make sure your greeting is followed by a comma. Keep your email short and to the point. But it's always worth letting your instructor know about your situation and asking if there's any way they can be flexible with you. Is it respectful? Example subject lines: ENGH 101.067 Final Paper Questions ENGH 101.067 Absence. For example: Dear Professor So-and-So, Email Etiquette Keep your email professional. Remember that your professors are human too, and may be very willing to help you so long as you keep the doors of communication open. Make yours clear and direct. Introduce Yourself: Address the Professor “Dear Professor So-and-so”. I'm Jane, a student in your X class. If you know a professor very well at the institution or in the program to which you are applying, by all means ask for a letter of recommendation. © 2019 Propeller Collective Tips for emailing your professor: Use your academic account. Should our essay draw only on readings listed on the syllabus or can I incorporate scholarly articles I read on my own, as long as it fits with the subject of the assignment? Jane Student. Never start the email off with “Hey” or address your professor by their first name (unless your professor has explicitly invited your class to be on a first-name basis). If you see them in class before 2 business days, it might be appropriate to stop by the podium after class and mention that you sent them an email. How to Use Proper Email Etiquette When Writing to Professor Simple steps to send a respectful email that won't get you on your professor's bad side. They don’t owe you this rec letter; you’re requesting a favor! Your email should: have an informative subject line; be concise; be formal: Dear Dr. Smith; Sincerely, Your Name; not use Mrs. or Ms. NOT have slang, abbreviations, or emoticons; if applying for an opening: address any qualifications the professor is looking for; demonstrate your experience; if asking for a research opportunity: Most email services have built-in spell check, but if yours doesn’t, you can spell check for free in a new browser window with the Hemingway Editor. Use your college or university email. Guidelines for emailing a Professor or a TA Amitabha Bagchi The student-teacher relationship is a kind of professional relationship and involves certain professional courtesies. Don’t “reply all” when you want to email your professor only. Use a clear subject line. This is a bit of advice for lucky students who get to do research with a professor. Sign off with your full name, followed by your major and grad year. Get to the point and make the ask, share the info, or give the update. Note: follow-up emails should be sent from the original email thread.