Why did we create this page?
Emailing a professor or staff member can be intimidating, even if you interact with them regularly. This page is intended to provide guidelines about how to write emails that express courtesy and the mutual respect between you and your professor, or whoever the recipient may be. On this page you will find an outline of the basic foundations for effective email communication, as well as links to videos and other resources on the same subject. You will also find examples of emails written to professors regarding a variety of situations, as well as some examples of emails written to staff and peers on campus.
Why is email etiquette important?
Developing lasting relationships with your professors starts with your first in-person and email interactions with them. A well-written email can make the difference between your professor writing a strong letter of recommendation for a program or job you're applying for and a lukewarm note to your future employer or graduate admissions office. Email etiquette also communicates respect for your professor's time. If you write an email that is easy and pleasant to read, your professor will more clearly understand what you are asking them, and thus more quickly and easily respond.
Basic Guidelines
- Make sure you have included the correct email address in the 鈥淭o鈥� line
- Check the professor鈥檚 syllabus for this information
- Include a brief and informative subject
- Greet the professor using their title and last name
- Eg Dr. Cody, Professor Buck
- Use complete sentences and punctuation
- Periods, question marks, commas
- Be courteous and understanding of their limitations and boundaries
- Availability to meet, ability or willingness to extend deadlines
- Sign your full name*
Once the exchange has gone back and forth, you may start to exclude certain elements. Follow your professor鈥檚 cues from their emails to you. When in doubt, err on the side of formality over informality.
*Your full name and student ID number are required for communication with the Financial Aid Office, Business Office, Registrar, and IT. Other campus offices may also request your ID number as needed.
How to Write an Email to Your Professor鈥�
Subject: Absent Today Due to Illness
Email body:
Dear Professor Henriquez,
I regret to inform you that I will be absent from class today due to illness. I have attached my doctor鈥檚 note to this email for your records. I plan to get notes from today鈥檚 class from a friend. Is there anything else that you would suggest I do so that I am prepared for our next class?
Thank you,
Jane Doe
Subject: Absent on Friday due to Tennis Tournament
Email body:
Hello Ms. Barrera,
I am emailing to remind you about the tennis tournament I will be participating in on Friday. I know we spoke about it at the beginning of the semester, but I wanted to make sure you were aware of the reason for my absence at the end of this week. I plan to get notes from Friday鈥檚 class from a friend, but I will also be missing the quiz at the beginning of class. How would you prefer for me to arrange a make-up for the quiz? Thank you for your help!
All the best,
John Doe
Subject: Extension request for essay 3
Email body:
Hello Dr. Spring,
Unfortunately, I am very behind schedule on writing essay 3 for your American Literature class. I do not believe that I will be able to submit an essay that meets the requirements of the prompt before the deadline on Wednesday. Would you be willing to extend the deadline to Friday evening? I understand if you are unwilling to agree to this request. Please let me know what you decide, or if you have any suggestions about how I should proceed.
Thank you for your time and consideration,
Jane Doe
Subject: Clarification about Lab Report 6
Email body:
Dear Professor Henriquez,
I am currently writing the lab report for Lab 6. Our physical lab manual contains instructions for the lab report, but these differ from the instructions posted on Brightspace. Would you please clarify which instructions we should follow? Thank you!
Best,
John Doe
Subject: Booking a meeting
Email body:
Dear Ms. Barrera,
I would like to meet with you to discuss my grade on my last assignment. Would you please direct me on how I can book an appointment with you?
Thank you,
Jane Doe
Subject: Proctored Exam 10/19
Email body:
Hello Dr. Spring,
I have completed the ADA Proctor Request form for the exam in your class this Wednesday. I wanted to confirm that you received the request. Would you please let me know when you have sent my exam to Mr. Krupar? Thank you for your help as I navigate this process, and please let me know if you need any more information.
Kind regards,
John Doe
How to Write an Email (extended edition)...
Subject: Financial Aid for Spring 2023
Email body:
To whom it may concern,
I am a freshman undergraduate student at the 吃瓜网. I have some questions about scholarships that I may be eligible for that I plan to apply towards my Spring 2023 university bill. What is the best way to arrange a meeting with someone from your office?
Thank you for your time and consideration,
Jane Doe
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Subject: Requesting Resume Help
Email body:
Dear Mr. Roach,
I am applying for multiple research internships this summer, and I am having some trouble formatting my resume, which I have attached to this email. Would you or one of your colleagues be available to help me craft my resume so that my applications are competitive? Thank you so much for your help!
Best,
John Doe
Subject: Tutoring location
Email body:
Hi Charlie,
I have booked an appointment with you for Tuesday afternoon, but I was unsure about where I should meet you. Where do you typically tutor?
Thanks!
John Doe
Subject: Mentoring questions
Email body:
Hi Laura,
I am struggling with some challenges associated with being a commuter student at 吃瓜网. Would it be possible for us to meet to chat about ways to overcome those challenges? I appreciate your mentorship!
All the best,
Jane Doe
Links to More Resources
- (This is a useful tool for ensuring you are using proper grammar and spelling.)