Email Etiquette for Writing to Professors: Improve Communication and Feel Less Anxious

Dear Scholar,

Does emailing a professor cause you to feel anxious? This need not be! Check out the following tips pulled from an essay by Paul T. Corrigan and Cameron Hunt McNabb (two professors) for Inside Higher Ed USE A CLEAR SUBJECT LINE In my role as a dean I was often cc’d on emails from students to instructors. I’ve seen many an email with something like “heeelp!!!” or a blank subject line. Include your full name and the course name or number in the subject line. Help the professor by identifying yourself and indicating what the message is about. Example subject line: RE: Question from Jill Hawthorne re Math 30 Tu/Th 9:00 AM USE A SALUTATION AND CLOSING Begin with a greeting like “Hello” or Good Afternoon” or “Dear” instead of jumping right into your message or saying “hey.” Address your professor by the appropriate title and last name. Sign your full name. Example salutation: Dear Professor Lewis, Example closing: Best, Jill Hawthorne USE STANDARD PUNCTUATION, CAPITALIZATION, SPELLING AND GRAMMAR An email should be clear and easy to read and not include text or other digital communication informality. Help the professor understand what you would like to ask by writing in complete sentences. Example: I am writing to ask about the paper topics discussed in class yesterday. DO YOUR PART IN SOLVING WHAT YOU NEED TO SOLVE Do not ask your professor to do something you could do. If you ask for something you can look up, you potentially present yourself as less resourceful and respectful of the professor’s time. Before writing to the professor check yourself first. For example, if you can mention that you have checked the syllabus, asked classmates and looked through old email from the professor, and still cannot locate the answer; you present yourself as responsible and able to take initiative. Example: I looked through the syllabus and asked a classmate for information about this week’s assignment but unfortunately I am unable to locate it. BE AWARE OF CONCERNS ABOUT ENTITLEMENT You do not want to appears like you are demanding help, shrugging off absences or assuming late work will be accepted without penalty because you have a good reason. Even if it is true that “the printer wasn’t printing” and you “really need an A in this class,” your email will be more effective when you to take responsibility. Example: I did not plan ahead well enough, and I understand and accept whatever policies you have for late work. INCLUDE A TOUCH OF HUMANITY Some of the most effective emails are not strictly business. Comment on something said in class or share information regarding an event the professor might want to know about. This is part of the experience of developing a relationship with the professor and demonstrating your interest in the class. Example: I am looking forward to the Ray Kurzweil talk next week, I understand he’ll discuss the acceleration of technology and its impact on society, an idea I would like to explore in my paper. For the original essay this blog is based upon please visit Inside Higher Ed online.

A final thought: give your professor time to respond! Don’t expect a response in less than 24 hours or over the weekend. And once they respond, a quick “Thank you Professor” in return shows you received it and appreciate the reply. Best, DrJ Corrigan, Paul & McNabb, Cameron. Re: Your Recent Email to Your Professor. Inside Higher Ed, 2015. https://www.insidehighered.com/views/2015/04/16/advice-students-so-they-dont-sound-silly-emails-essay. January 31, 2017.