Students Who Advocate: How to Write an Effective Email to a Professor

Speed Read (tldr) of Students Who Advocate: How to Write an Effective Email to a Professor

1. Be Clear and Concise: Start with a relevant subject line that clearly states your request. Keep your email short and to the point, focusing on necessary information and specific questions to minimize the professor’s workload.

2. Professional Greeting and Introduction: Begin with a friendly yet professional greeting, and introduce yourself briefly, including relevant details like your class and major. This helps the professor recall who you are and the context of your email.

3. Polite Closing and Signature: End with a formal goodbye and include a professional email signature with your name, class, and major. This maintains professionalism and provides additional context for the professor.

Read below for resources, tips, and the why!

Table of Contents

• 1. Have a concise and relevant subject line.
• 2. Include a professional and friendly greeting.​
• 3. Introduce yourself – how does this professor know you? ​
• 4. Be specific about your needs, and limit the amount of work for your professor.​
• 5. Include a formal goodbye and an email signature.​
• 6. Keep it short and to the point​
• 7. Ensure your email has proper grammar and spelling​

Whether you need an extension on that ten-page paper, want to clarify a confusing term, or simply want to express admiration for their work, crafting the perfect email to a professor can feel daunting. Oftentimes, the biggest barrier to reaching out to a professor is simply beginning your email.

Danielle Bernstein, a Possip intern majoring in Human and Organization Development and Sociology at Vanderbilt University, explains the best ways for students to communicate with professors through email.

Below are seven guidelines to get you started on your email-writing journey. Through following these steps, you will have a much higher chance of receiving the response you desire – even if your professor’s email ends with “sent from my iPhone.”

1. Have a concise and relevant email subject line.

This is the first thing your professor will see; make sure it expresses what your main goal is. A helpful tip when it comes to writing your subject line is to include your perspective and what you are asking for. For instance, if you are in the professor’s Psychology 1000 course and you are requesting an extension, some good subject lines are: 

Psychology 1000 Extension Request

Psychology 1000 Student Requesting an Extension

Extension Request for Psychology 1000

2. Include a professional and friendly greeting.

Don’t just dive right into things! Begin your email with a professional greeting. My favorite practice is starting the email off with “hello” or “dear” and including “I hope you had a great weekend!” This maintains professionalism while also starting the email off on a friendly note. Here are more etiquette tips! 

3. Introduce yourself – how does this professor know you?

Even if you think or know that this professor knows who you are, it is best practice to offer a brief introduction. Now, this introduction should not be about where you’re from, your favorite color, how many siblings you have, etc. Rather, it should be about what information is relevant to the professor. If you are reaching out to a professor whose class you are taking, introduce yourself as “a student in your Psychology 1000 class on Mondays and Wednesdays.” If the email is a cold email to the professor asking to participate in their lab, it makes sense to offer a more robust introduction, such as where you’re from, what you’re studying, etc. 

4. Be specific about your needs, and limit the amount of work for your professor.

Professors have a lot going on. They don’t have the time to search for the specific assignment you did not receive a fair grade on. So, be specific about what you’re asking. Provide all the necessary information you have that a professor needs to answer your question or fulfill your request. 

If you’re looking to provide feedback to your professor, follow these guidelines. The article is written for a parent writing to a teacher, but you can follow the same positive, solutions-oriented approach!

5. Include a formal goodbye and an email signature.

End your email on a positive note. Wish your professor a good weekend and that you look forward to hearing back from them soon. To make your email and its ending as professional as possible, add an email signature with your name, class, and what you are studying. This provides further context on who you are and makes your email more professional. 

6. Keep it short and to the point

Have you ever heard that it takes longer to write a shorter essay than it does a longer one? This is because it takes more thought to write concisely. Your email should include only necessary and relevant information. In this case, less is often better. 

Be mindful of how much you are writing and what needs to be included in your correspondence. The length/content of your email will also vary based on your request. If you are hoping to secure a meeting or research position with your professor, it is good practice to describe what specifically interests you. Saying “I find your work interesting” is not as effective as “I find your research on renewable energy systems compelling, especially the development of next-generation solar cells, as I am incredibly passionate about clean energy solutions.”

7. Ensure your email has proper grammar and spelling

Yes, sometimes professors don’t respond with the most grammatically correct emails, but they’ve also been in academia for years and have a lot of student emails to respond to. As a student, having a few glaring spelling or grammar mistakes can make your email seem unprofessional and rushed. Do at least one read-through of your email to ensure it’s concise and absent of any spelling or grammatical errors. 

Here is an example of emails you can send to a professor that follows all seven steps outlined above: 

Subject Line: Sociology 1150 Student Requesting Exam Makeup

Good morning Professor Murray, 

I hope you are having a wonderful start to your week. My name is Danielle, and I am a student in your Sociology 1150 section on Tuesdays and Thursdays. This morning, I developed a fever and have been unwell all day. As a result, I will not be able to take the exam tomorrow at 9:00 AM. Is it possible to find an alternative day to take the exam? 

I appreciate your understanding, and I am happy to provide a doctor’s note if needed. Thank you and I hope you have a great rest of your day. 

All the best, 

Danielle 

Subject Line: Sociology Major Interested in Research Lab Position

Dear Professor Kline, 

I hope you had a great weekend. My name is Danielle, and I am a junior at College studying Sociology and Child Development. I saw your announcement in this month’s newsletter about an opening in your research lab, and I would love to learn more about the position. 

I am incredibly interested in the intersection between neighborhood context and students’ literacy rates. While I have conducted independent research on the subject in the past, I would love to gain a more in-depth understanding through working with you in your lab. 

Please let me know if there is a time this week that works for you to discuss the position. I am free all day Tuesday and Wednesday, but please let me know if another day works best. I look forward to speaking with you soon. Have a great rest of your day!

Sincerely, 

Danielle 

Subject Line: Questions on Econ 1001 Final Exam

Hi Professor Chang, 

I hope you are doing well as the semester comes to a close. My name is Danielle and I am a student in your Economics 1001 course. I have the following content and format questions for the Econ 1001 final exam next Friday. 

1. What is the exam format – multiple choice, free response, short answer? 
2. Could you explain the difference between a change in quantity demanded and a change in demand? I’m having trouble understanding how shifts in the demand curve differ from movements along the curve.
3. How long is the final exam? 

Thank you for answering these questions; I look forward to your response. I hope you have a stress-free end to the semester; thank you for a great course!

Warmly, 

Danielle

Subject Line: Office Hours Request for Sociology 1010

Dear Dr. Mac,  

I hope you are having a great morning. My name is Danielle, and I am a student in your Sociology 1010 course on Wednesday evenings. I have been struggling with recent course material, particularly identifying the distinction between functionalism and conflict theory. Could I schedule a time to meet during your office hours on Monday next week? I am free from 2:00 PM until 4:00 PM. 

Thank you so much. I look forward to meeting with you soon. 

All the best, 

Danielle 

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