Emailing Your Professor

E-mailing someone is an art. It's a conversation that should be clear, concise, and respectful. It begins with understanding your audience. Who are you talking to? Think about this for a minute. If your grandmother says to you, "What did you do this weekend, honey," would you answer her in the same way you would if your best friend asked you that question? Not only would your tone be different but so might your language and word choice and message. E-mails are no different.

In college, you will e-mail many folks, but probably no one more often than a professor. Here are a few helpful tips when e-mailing an instructor.

Begin by using a greeting, which includes their name. If you're uncertain what your professor wants to be called, ask, then use that. I tell my students to call me Jen. Another professor might prefer the use of his/her title - Professor Smith - for example. So - Good morning, Professor Smith.
Know exactly what you're asking and be clear about it. Don't ramble. Get right to the point but in a polite, civil and respectful manner.
Use good grammar and mechanics. DO NOT use texting language in your e-mail. There is nothing that irritates a professor more than that.
End with an appropriate salutation. Always conclude your email message with a courtesy, like "thanks much," "best," "sincerely," or "have a wonderful day," and then type your name.
Before sending the e-mail, proofread it. Sounds silly, I know, but it's a great habit to get in to. I read all my e-mails multiple times (and usually out loud) before sending, particularly those going to my boss or his boss.
Before sending the e-mail, add a descriptive subject line so if the person you're sending it to is skimming his/her inbox it's apparent immediately what the e-mail is about. It's always a good idea, too, to add your course name and section number - ENGL 1613-010 and your last name, particularly if you're using a personal e-mail and it isn't obvious who's sending the e-mail - the sender of an e-mail coming from bestteacherever@att.net isn't immediately obvious.

Find your professor's communication policy in the course syllabus. If it's not there, ask him/her what form of communication is preferred and how soon you can expect replies.

Now, let's take a look at some actual e-mails I've received in the past. Some are appropriate. Some not so much.

Supplemental Resources

Purdue University's Online Writing Lab (OWL) provides some great instruction on e-mail construction and etiquette for college students Links to an external site..

Here are some more tips on what to do and not do Links to an external site. when emailing a professor.

If you need further information, here's another professor's take on emails Download another professor's take on emails

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Now it's your turn to practice emailing your professor: Email Your Professor.