YouAlberta
In my first year, I was terrified of any instructor I had. I couldn’t fathom sitting at my desk and writing an email to my professor. The mere thought of this had me trembling, as the idea of professors being approachable was so foreign to me. This resulted in an array of avoidable disadvantages. All your professors, instructors, and TAs are just as human as you are, and there is no shame in reaching out whenever you need to. To avoid anyone else facing these challenges, I wanted to share what I have learned in my four years about emailing professors.
The basics
Getting the basics right shows professionalism. First, you must ensure that you send the email to the correct address (I know it sounds obvious, but I have almost made this mistake a few times). Professors have so much coming at them from all angles, so the subject of your email should have your course number and what the email is about. For example, “RUEBS 4102: Assignment 1”. This way, your professor knows precisely what will be discussed in the email. The key is to keep the subject short and straightforward for readability purposes.
Addressing your professor
This is the first part of your email that your professor will see, so make sure it’s right. The best way to find out how to correctly address your professor is to ask them in person or use the directory. It’s that simple! If not enough information is available for you, remember that “Doctors” have PhDs and “Professors” are Doctors who instruct your classes (I got this information from one of my professors). Some instructors do not have PhDs, so in some cases, it’s best to address them how they have instructed you to do so!
Through all of this, remember that it is crucial that you spell their name correctly and address them using the correct pronouns! Spelling your professor’s name wrong could lead to chaos and destruction. I’m just kidding! It shows that you haven’t put enough effort into proofreading your email. Furthermore, a simple “Dear _____,” a “Hello _____,” or a greeting that is appropriate for the time of day, such as “Good evening _____,” will suffice.
Get straight to the point
Always start your emails with an introduction if it’s your first time emailing that professor. If not, then jumping right into what you need to say is always best. An example of how I would go about it is, “My name is Tendai Julia Nyakabau, and I am in your RUEBS 4102 Section A1 class. I am writing to you in hopes of getting some clarification on question 3 in assignment 5”. This way, there is no time wasted on small talk.
Additionally, listing the information in the order of importance for you is sometimes best. Try to maintain a professional, respectful but relaxed tone as you write your email. This means typing your email the way you would when talking to your professor which requires you to avoid unnecessarily complicated words that you wouldn’t use regularly. I will say that adding in flowery words here and there makes you look intelligent without overdoing it!
Keep it short but provide enough detail
Readability is crucial! Breaking your email up into AT MOST three to four paragraphs that are each a maximum of three to four lines is what I usually stick to. You should also ensure you provide the professor with enough information about what you need. I recommend attaching screenshots or any relevant files to your question and sharing your perspective to ensure the professor is aware that you have done your part of the research as well. This could help you get a more immediate response and save your professor from an unnecessarily long back-and-forth. I would also like to mention that it’s more than acceptable to send an email that is only one line long! Professionalism is not determined by the length of your email.
Signing off
This is where you can add in a little bit of small talk. It’s the perfect time to show gratitude to your professor and wish them well. This can be done in a separate paragraph and can be as brief as one sentence. An example of this would be “Thank you so much for your time, and I look forward to hearing from you” or “I truly appreciate your time and hope you have a wonderful day!”
You could also personalize this part a little more by adding a personal detail that your professor has shared with you or the class, such as “Thank you for your time, and I hope your team wins their game on Thursday.” Spruce it up! That way, you set yourself apart from the rest, making you a little more memorable. Additionally, you can end your email with a sign-off such as “Sincerely,” “Best,” “Regards,” or any other sign-off. Choose the one that resonates with you the most. Your full name then follows this if it’s the first time you’re emailing them, or just your first name if your professor is familiar with who you are.
In conclusion, remember that your professor receives a ton of emails each day, so do not be disheartened if the response does not come as promptly as you would have expected. Give it two to three days, then politely follow up with them on your question. And remember to KEEP IT SIMPLE…and always proofread!
