How to Compose an E-mail to Your Professor

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How to Compose an E-mail to a Professor

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Experts in the field of education believe that those students who keep in touch with their professors perform more successfully in courses than those who do not. As a college student, you will need to communicate with your professor effectively when you have questions about homework assignments and other course requirements. It may be worth your while to email your professor, as it has become a dominant form of communication in academic contexts, and most professors usually check their email 3 – 4 times a day.
When you email your professor, adhere to certain rules about composing an email. Here are some things to keep in mind regarding e-mail etiquette:
1. Indicate your purpose in the subject line. If you are emailing your professor about a summary or a reflection paper, in the subject field, say, “My summary,” or “My reflection paper”. This way, your professor, the recipient of the message, will know what your email is about.  
2. Begin with a salutation. Before you write your email to your professor, say, “Hi/Hello Professor Feedback:”. Then hit the enter key on the keyboard twice and begin your message with:
·      I hope this finds you well.
·      I hope you are doing well and things are going well for you.
·      I trust you are doing well.
·      Hope this finds you in good health and high spirits.
·      I hope you are enjoying the long weekend.
When you say these things, you are basically making small talk with your professor before getting to the point. You need to maintain a professional tone throughout the email message, so it is important that you avoid beginning your email with:
·      What’s up!
·      Hey there,
·      Hey professor,
·      How goes it!
·      How is it going?
·      What’s goin’ on?

3. Pay attention to language. In your email message, follow spelling, grammar, and punctuation rules. If your language is sloppy, your professor may get irritated and misinterpret your intended meaning. Before you send the email to your professor, proofread your message carefully and correct any spelling and grammar errors you may have made.
4. Keep your messages brief. Most professors teach, do research, write papers and present at national conferences, so they have very busy schedules. Try to keep your email message brief and to the point. It may be a good idea to focus on one subject per message.
5. Do not ask about the homework. If you miss a class, refrain from asking your professor what homework was assigned. Instead, check with your peers and ask them what homework assignments you are supposed to complete. This way you are being respectful of your professor’s busy schedule. 
6. Sign off properly. After you write the email message, it is important that you sign off properly. There are various ways of doing it:
·      Yours truly,
·      Your student,
·      Sincerely,
·      Best regards,
·      Warm regards,
·      Respectfully,
Do not say, “take care,” “see you later,” “later”, “take it easy”, “bye”, “ciao for now”, etc. After all, you are communicating with your professor, so a certain level of formality is appropriate.
7. Provide your contact information. If you are emailing your professor about an urgent matter, and you need her or him to reply immediately, include a signature that has your contact information, including your student ID and phone numbers. Make sure that you write your name at the end of the message. In any given semester, professors teach many students, and they may not recognize who you are unless you write your name.
While it is true that college professors and students often exchange emails, do not use email to avoid an uncomfortable situation or to cover up a mistake. It is best to have face-to-face communication with your professor to resolve issues effectively.

Here is a sample email for your reference and practice:

Dear Professor Grade,

I hope this finds you well.
This is Garry Kaplan from your advanced reading class. I am sorry for missing class last Thursday. I had a family emergency that I needed to tend to, and it kept me from attending your class.

I asked my classmates about the homework assignments, and they told me that we have to write a summary of the article we read on Tuesday. I think I know how to summarize the original text, but I am not sure if I am allowed to express my opinion in a summary. I am going to write the summary this weekend, so I thought I should ask you.
I greatly appreciate your prompt response and look forward to seeing you at class next week.

Regards,

Garry Kaplan
Advanced Reading 121
Section K13A
Student ID: 12034765
C: 917 564 8454

Exercise:
Write an email to your professor about a genuine concern you may have about your performance as a student. You may be worried about a particular homework assignment, your course grade, overall performance, or difficult course content. As you compose your email to your professor, adhere to the above-mentioned rules and keep your email message succinct and to the point. Make sure that your tone is polite, your language concise, and your purpose clearly stated.



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