How to Write an Email to a Professor to Guarantee a Response

In this article, we explain how to write an email to a professor that will help you get a response.

After all, research shows that professors receive up to 85 emails every day. Ensuring that your email stands out – for the right reasons – will encourage your professor to respond to your request.

Though it might seem daunting, emailing your professor isn’t difficult. You just need to get the tone right and follow simple steps to avoid overfamiliarity.

So, with that in mind, read on and learn how to write an email to a professor to guarantee a response. You will also learn how AI tools can help you with formal email writing.

How to write an email to a professor in six simple steps

Here are six simple steps you can take to write a professional, polite, and courteous email to a university or college professor:

1: Use an appropriate salutation

When contacting a professor, you should maintain a polite and formal tone. Your salutation choice is important, as it sets the tone of the email.

We recommend using “Dear” or “Hello,” depending on how well you know your professor. If you have spoken a few times and your professor knows who you are, “Hello” will work well.

However, if you’re emailing the professor for the first time, we recommend “Dear” to maintain formality.

We strongly advise against using informal greetings like “Hi” and “Hey” when contacting a professor. These greetings are fine for emailing friends, but they’re inappropriate when contacting a university lecturer, professor, or teacher.

2: Check the professor’s name and title

Next, you should be aware of the professor’s correct title. Some professors are doctors in their field and should be afforded the courtesy of being addressed as such.

Others maintain the title of professor, so you need to research beforehand to avoid any mistakes. The best place to search is on the university’s website.

You can search for the professor’s profile and see how they refer to themselves on the site. This will give you access to their full name and credentials. Then, simply copy the correct title and name from the website and start your letter accordingly.

• For example: Dear Dr Lindsay.

If you can’t find details of the professor’s preferred title, stick to Mr and Mrs. This is the correct way to address a teacher or professor until you’re on first-name terms.

3: Clearly state why you’re getting in touch

From the very start of your email, you should explain precisely why you’re getting in touch. Don’t wait until later in the email to explain your reason for reaching out.

Most professors appreciate it when their students are clear and to the point. So, inform them of your reason for reaching out as soon as you can.

There are two ways to do this. The first is to use an appropriate email subject line. For instance:

How to write an email to a professor: Appropriate subject lines

• To report an absence: [Name] absence from class on [date].
• Asking for help: Enquiry about essay on [enter the name of the assignment].
• Requesting extra time: Request for additional time to submit a thesis.
• Asking for a reference: Reference request for [Name].

Providing a suitable subject line gives the professor an idea about what you want or need before opening the email. Then, you should include a strong and relevant opening sentence:

How to write an email to a professor: Relevant opening sentences

• To report an absence: Due to a doctor’s appointment that I cannot reschedule, I will be unable to make it to tomorrow’s class.
• Asking for help: I would like some support with the essay assignment you set our class relating to Darwin’s Theory of Evolution – I have the following questions for clarification.
• Requesting extra time: Given my recent illness, I’m humbly requesting an extra two days before submitting my thesis proposal.
• Asking for a reference: Would you be willing to serve as an academic reference to support my application to the school’s PhD program?

4: Keep the email short and to the point

The best way to ensure that you receive a response from your professor is to keep the email short and simple. If you have several points to raise, we advise you to raise one in each email.

So, begin with something simple in your initial email, and feel free to ask for something else the next time you get in touch. This way, you’re not asking for too many things at once.

Though not always the case, many professors don’t like admin and won’t spend time reading excessively long emails, given everything else they have to do.

Therefore, try to limit your email to one or two paragraphs and ask a clear question to ensure a positive response.

5: Sign off appropriately

Just as important as the initial salutation, the way you sign off from your email is crucial. You should be polite, courteous, and formal, as you have been throughout the email exchange.

Though there are many ways to sign off and close an email, we advise you to use one of the following:

• Yours sincerely: This is appropriate if you know of the professor (and vice versa) but you’re not personally acquainted.
• Kind regards: This is a good option if you already have a professional relationship with the professor.
• Best wishes: If you’re on first-name terms with the professor, you can end the email with this greeting.

We don’t recommend closing with “thanks” or “cheers” as these greetings are too informal. While appropriate for sending emails to classmates, they’re not suitable for contacting the professor.

6: Sign your name correctly

You also need to make sure that you sign the email correctly. If you’re using your student email address, you might want to attach an automated signature that contains your contact details (email and phone number).

We advise you to include your first and second name, particularly if the professor doesn’t know you very well. This is particularly important if your email address doesn’t clearly state your full name.

How to write an email to a professor: General tips for improving your writing

Provided you follow the six steps listed above, you now know how to write an email to a professor. But to polish your writing and make the best impression, consider the following expert tips:

Consider if email is the best communication method

Though we’ve just explained how to write an email to a professor, stop and think if this is the best way of communicating. There are a few other options to consider:

• A conversation: Can you ask your professor for advice or to resolve the issue in a quick conversation before or after class? This can be a good way of getting on first-name terms and developing a positive academic relationship.
• Office hours: Most professors maintain specific hours, which they publish on their doors. You might be able to schedule a meeting without sending that email.
• Ask a classmate: If you have an issue with an assignment or need some support, could you ask a classmate first? Given how busy professors are, you might get a quicker response if you ask someone in your class for help

Don’t use your personal email address

When emailing a professor, it’s best to use your academic (student) email address. This is the most appropriate way to contact your professor directly. It will also ensure that your email doesn’t inadvertently end up in the trash folder.

Moreover, if you have a personal email address that is anything other than your name, it could be a little embarrassing. For instance, your professor might not take you seriously if you get in touch with your old email address (HarryPotterLover@gmail.com). Think twice about using an old, outdated email address to contact your professor!

Use formal grammar and punctuation

You must make sure that your grammar, punctuation, and spelling are on point before sending an email to a professor. In other words, check for typos and spelling errors before clicking “Send.”

Though it won’t necessarily affect your chances of a reply, a poorly written email won’t impress your professor. In contrast, a clear, concise, and well-written email will show your professor that you’re a capable student.

If you’re concerned about spelling mistakes and typos, use our Free AI Grammar Checker Tool before sending your email.

It’s free and easy to use and will save you from the embarrassment of sending your professor an email riddled with mistakes. Add it to your browser today to improve your written work and communications.

Be patient

Don’t expect your professor to respond to your email within a few minutes. In fact, most professors respond to emails within a few days if you’re lucky.

As professors receive lots of emails, it’s reasonable to expect a response within 24-48 hours during the week. Don’t expect a response over the weekend or during teaching hours.

If you haven’t heard back within a few days, feel free to send a courteous reminder or ask your professor about your email during the next class.

Ask AI to create the ideal email template

Arvin Ai’s Chat Tool can be your best friend when it comes to composing an email or letter to your professor. Prompt Arvin to create an email to your professor and personalize it with the relevant details.

In the example above, you can see that we prompted Arvin to write a letter to our professor requesting an in-person meeting.

It ticks all the boxes – it’s formal, polite, and straight to the point. Though you might want to change it slightly, depending on the reason for your request, it’s a great starting point.

Check out other ways that Arvin can help you academically, including how to restate a thesis with the help of AI.

The verdict: How to write an email to a professor

Following our six simple steps means you now know how to write an email to a professor. You can also follow our tips above and use AI tools to help you write the perfect email.

Remember, keep the tone formal, polite, and appropriate, and avoid overfamiliarity. You should also keep the email as short as possible to avoid wasting your professor’s time.

If you follow this advice, you should receive a reply to your email.

How to write an email to a professor FAQ

How do you start an email to a professor?

You must start an email to a professor with an appropriate salutation. We recommend “Dear” or “Hello.” Never use “Hey” or “Hi” when addressing your professor in an email.

How do you write a professional email to a teacher?

You can use AI to write a professional email to a teacher. Prompt AI to include the details you’d like to cover and edit the draft to include the relevant information. Then, proofread the email and send it – it’s as simple as that.

How do I write an email to a professor asking for help?

If you need help from your professor, make this clear in the subject line. Then, in the opening sentence of the email, explain what you need help with. Don’t leave your request for help until the end of the email, as it may get overlooked by the professor.

How do I write an email to a professor asking for a meeting?

This is a very easy email to write. Include your request in the subject line and then again in the email’s first line. Alternatively, ask your professor for a meeting at the start or end of your class to avoid having to write an email.